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Supplier Approval Form

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Free Supplier Approval Form Template

A Supplier Approval Form is a document used by businesses to assess and approve potential suppliers. It helps streamline the supplier approval process, ensuring that the organization is selecting reliable and trustworthy suppliers to work with. This form is particularly useful for business owners, procurement specialists, and supply chain managers who need to evaluate potential suppliers and approve them for working with their organization.

Importance of a Supplier Approval Form

A well-designed Supplier Approval Form is an essential tool for businesses to:

  1. Evaluate potential suppliers: It helps businesses gather essential information about suppliers, such as their company details, business information, and quality management practices.
  2. Ensure compliance: The form can be used to verify that suppliers comply with environmental, social, and labor laws and regulations, ensuring ethical business practices.
  3. Streamline the approval process: By using a pre-designed template, businesses can save time and effort in creating their supplier approval process, allowing them to focus on selecting the best suppliers for their needs.

Key Components of a Supplier Approval Form

Our free Supplier Approval Form template includes the following sections:

Company Information

This section gathers basic information about the supplier, such as their company name, address, contact details, and website.

Business Information

Here, the supplier provides details about their business, such as the type of business, the nature of the products or services they offer, years in business, number of employees, and annual sales revenue.

Quality Management

This section focuses on the supplier’s quality management system (QMS), asking for details about their certifications and the certifying body.

Environmental and Social Compliance

In this section, the supplier is asked about their environmental management system (EMS) and their compliance with labor laws and regulations. They also need to provide information about their policies on child labor, forced labor, and discrimination.

Supplier References

The supplier is required to provide at least three references from customers they have worked with in the past 12 months.


Finally, the supplier’s authorized representative must sign and date the form, declaring that the information provided is true and accurate.

How to Use Our Free Supplier Approval Form Template

To streamline your supplier approval process, simply download our free Supplier Approval Form template and customize it to suit your organization’s needs. Once you have completed and signed the form, save it as a PDF and submit it via email to the appropriate contact person at your company.

Don’t forget to attach any relevant certifications or supporting documentation related to your QMS, EMS, and social compliance policies, as incomplete information may result in delays in the supplier approval process.

By using our free Supplier Approval Form template, you can quickly and easily evaluate potential suppliers and approve them for working with your organization, ensuring that you are selecting reliable and trustworthy suppliers for your business needs.

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Document Sample

Supplier Approval Form Template

Below you can see a sample of the Supplier Approval Form template:

Template Supplier Approval Form

Supplier Approval Form FAQ's

What is a Supplier Approval Form?

A Supplier Approval Form is a document used by businesses to evaluate and approve potential suppliers. It ensures that suppliers meet the company's standards in terms of quality, compliance, and reliability.

Why is it important to use a Supplier Approval Form?

Using a Supplier Approval Form helps in risk management, ensures compliance with legal and ethical standards, promotes cost-efficiency by selecting reliable suppliers, and fosters strong supplier relationships.

Who should use the Supplier Approval Form?

This form is ideal for business owners, procurement specialists, supply chain managers, and anyone involved in the process of vetting and approving new suppliers for a company.

What information is required from suppliers in this form?

Suppliers need to provide company information, business details, quality management certifications, compliance with environmental and social standards, and references from past customers.

How often should the Supplier Approval Form be updated?

The form should be updated whenever there are changes in regulatory standards, industry practices, or company policies to ensure ongoing relevance and effectiveness.

Can this template be customized for specific industries?

Yes, the template is designed to be adaptable and can be customized to meet specific industry requirements or regulatory needs.

Is it necessary to get the form filled out by all new suppliers?

Yes, it’s recommended to have all new suppliers complete the form to ensure consistency in supplier evaluation and to maintain high standards in your supply chain.

How should the completed forms be stored and managed?

Completed forms should be stored securely, either digitally or in hard copy, and managed in line with your company’s data management and retention policies.

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