# Vendor Onboarding Form, Free Template Source: https://nerix.ai/templates/vendor-onboarding-form Collect what you need before you pay a new supplier: identity, contacts, bank details, insurance and checks. Before you send it 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. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/vendor-onboarding-form) ### Vendor onboarding and due diligence form **Prepared by:** Brightwater Analytics **Date:** 20 September 2027 ## 1. The vendor **Legal name:** Harbor Print Services Ltd **Trading name:** Harbor Print **Registration number:** 12345678 **Tax or VAT number:** GB 123 4567 89 **Registered address:** 14 Dock Road, Bristol, BS1 4AA, United Kingdom **Website:** [https://harborprint.example](https://harborprint.example) ## 2. Contacts **Main contact:** Hannah Doyle, Account Manager, [hannah@harborprint.example](mailto:hannah@harborprint.example), +44 117 555 0142 **Accounts contact:** [accounts@harborprint.example](mailto:accounts@harborprint.example) ## 3. What they will supply Printing of brochures and event signs, delivered to our office **Expected yearly spend:** GBP 18,000 **Payment terms:** 30 days from the invoice date ## 4. Payment details Account name, bank, account number or IBAN, and bank code Bank details are confirmed by a call to a known contact before the first payment. ## 5. Insurance and certifications **Insurance:** Public liability GBP 2 million, certificate valid to 31 March 2028 **Certifications or licences:** ISO 9001, FSC chain of custody ## 6. Data protection and security **Will the vendor handle our personal data?** No Files are stored on encrypted servers in the EU and deleted 90 days after delivery. ## 7. Conflicts of interest None known ## 8. Checks made Company registration verified on the public register Bank account name matches the company name References from two customers received ## 9. Sign-off **Completed by:** Dana Okoye, Operations **Approved by:** Marcus Lee, Finance Director Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. Operations and quality ## What this template is for A vendor onboarding and due diligence form: company details, contacts, payment details, insurance, data protection and security checks. Word or PDF. 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](https://nerix.ai/templates/operations-quality) Operations and quality ## What you fill in The form asks for 22 details. The document fills itself in as you type. - ### Your company For example: Brightwater Analytics - ### Vendor's legal name For example: Harbor Print Services Ltd - ### Trading name, if different optional For example: Harbor Print - ### Company registration number As shown on the vendor's registration papers. For example: 12345678 - ### Tax or VAT number optional For example: GB 123 4567 89 - ### Registered address For example: 14 Dock Road, Bristol, BS1 4AA, United Kingdom - ### Website optional 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 invoices optional 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 held optional For example: Public liability GBP 2 million, certificate valid to 31 March 2028 - ### Certifications or licences optional For example: ISO 9001, FSC chain of custody - ### Will the vendor handle our personal data? For example: No - ### Security or data protection answers optional 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 declare optional 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 by optional For example: Marcus Lee, Finance Director - ### Date For example: 20 September 2027 Operations and quality ## What is inside The parts of this document, in order. - 1 1. The vendor - 2 2. Contacts - 3 3. What they will supply - 4 4. Payment details - 5 5. Insurance and certifications - 6 6. Data protection and security - 7 7. Conflicts of interest - 8 8. Checks made - 9 9. Sign-off Templates ## How it works - 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. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=vendor-onboarding-form) ### Was this template helpful? Operations and quality ## Questions people ask ### 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. Templates ## More in Operations and quality - [Allergen and food safety record One page for the kitchen: allergens by dish, daily temperature and cleaning checks, and what was done about problems. Operations and quality](https://nerix.ai/templates/allergen-and-food-safety-record) - [Asset handover and return form Record equipment given to a person and returned later, with condition and signatures. Operations and quality](https://nerix.ai/templates/asset-handover-and-return-form) - [Asset register List what the business owns: each asset, who has it, where it is, what it is worth and its condition. Operations and quality](https://nerix.ai/templates/asset-register) - [Business continuity plan Plan how to keep critical work going through a fire, outage, supplier failure or loss of people. Operations and quality Premium, €4.99](https://nerix.ai/templates/business-continuity-plan) - [Capacity plan Work out whether you can meet future demand: current use, expected growth, gaps, options and what to decide. Operations and quality](https://nerix.ai/templates/capacity-plan) - [Class register Record attendance for one class or session, with late and absent names and the reason. Operations and quality](https://nerix.ai/templates/class-register) [See all Operations and quality templates](https://nerix.ai/templates/operations-quality) Templates ## More kinds of documents Every category has its own page, so you can see all of its templates at once. ## Use it in nerix ### Use it in nerix - [Templates](https://nerix.ai/product/templates) - [Quality records](https://nerix.ai/product/quality-records) - [Checks](https://nerix.ai/product/audits) ### Learn more - [How to Make a Document From a Template](https://nerix.ai/help/make-a-document-from-a-template) - [Operations and quality](https://nerix.ai/templates/operations-quality)