Vendor onboarding and due diligence form

It is free to fill in online, needs no account, and downloads as a Word document or a PDF. See all Operations and quality templates

• Your company

  For example: Brightwater Analytics

• Vendor's legal name

  For example: Harbor Print Services Ltd

• Trading name, if differentoptional

  For example: Harbor Print

• Company registration number

  As shown on the vendor's registration papers.

  For example: 12345678

• Tax or VAT numberoptional

  For example: GB 123 4567 89

• Registered address

  For example: 14 Dock Road, Bristol, BS1 4AA, United Kingdom

• Websiteoptional

  For example: https://harborprint.example

• Main contact (name, role, email, phone)

  For example: Hannah Doyle, Account Manager, hannah@harborprint.example, +44 117 555 0142

• Accounts contact for invoicesoptional

  For example: accounts@harborprint.example

• What the vendor will supply

  For example: Printing of brochures and event signs, delivered to our office

• Expected yearly spend

  A rough figure helps decide how deep the checks go.

  For example: GBP 18,000

• Payment terms

  For example: 30 days from the invoice date

• Bank details for payment

  Confirm these by phone with a known contact before the first payment. Fake bank-change requests are a common fraud.

  For example: Account name, bank, account number or IBAN, and bank code

• Insurance heldoptional

  For example: Public liability GBP 2 million, certificate valid to 31 March 2028

• Certifications or licencesoptional

  For example: ISO 9001, FSC chain of custody

• Will the vendor handle our personal data?

  For example: No

• Security or data protection answersoptional

  Add anything the vendor told you about how it protects your information.

  For example: Files are stored on encrypted servers in the EU and deleted 90 days after delivery.

• Any conflict of interest to declareoptional

  For example, a relative or friend of staff owns the vendor.

  For example: None known

• Checks made

  One per line, with the date if you have it.

  For example: Company registration verified on the public register Bank account name matches the company name References from two customers received

• Completed by

  For example: Dana Okoye, Operations

• Approved byoptional

  For example: Marcus Lee, Finance Director

• Date

  For example: 20 September 2027

1. 11. The vendor
2. 22. Contacts
3. 33. What they will supply
4. 44. Payment details
5. 55. Insurance and certifications
6. 66. Data protection and security
7. 77. Conflicts of interest
8. 88. Checks made
9. 99. Sign-off

1. 01

   Fill in

   Type your details in the form. The document fills itself in as you type; click any gap to jump to its field.

2. 02

   Check

   Read it through. Gaps you have not filled stay marked, so nothing goes out half done.

3. 03

   Download

   Save it as a Word document to edit further, or as a PDF to send or print.

What details does this template ask for?

The form asks for 22 details, starting with Your company, Vendor's legal name, Company registration number, Registered address, Main contact. 9 more are optional.

Can I download this template as Word or PDF?

Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account.

Is what I type sent anywhere?

No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat.

What should I check before I use this template?

Which checks you are required to make on a supplier (identity, sanctions, tax, data protection) depends on the country and the kind of business. Use this as a checklist and add what your rules require. It is not legal advice.

Are these operations templates free?

Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price.

Do they meet a standard such as ISO 9001?

They are a practical starting point and certify nothing. Standards and safety laws differ by industry and country, so check what applies to you.

Who should approve a procedure?

The person who owns the process and a manager who can authorise it. The procedure template has fields for both, and for the review date.

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