Adam Frankel
General Counsel · Technology & AI
15+ years as General Counsel to technology, cloud & AI companies
Supplier Approval Form by EasyLegalDocs
Open Legal LibraryUpdated 14 Nov 2025
This form helps a company evaluate potential suppliers by gathering essential business, quality, and compliance information. It covers details like company profile, business operations, quality management systems, and adherence to environmental and social standards, ensuring a thorough assessment before approval.
Supplier Approval Form
Company Information
Company Name: | [Company Name] |
Address: | [Company Address] |
City: | [City] State/Province: [State or Province] |
Country: | [Country] Zip/Postal Code: [Zip or Postal Code] |
Phone Number: | [Company Phone Number] Fax Number: [Fax Number] |
Website: | [Website URL] |
Contact Person: | [Contact Person] Title: [Contact Title] |
E-mail: | [Contact Email] Phone Number: [Contact Phone Number] |
Business Information
Type of Business: | (Manufacturer, Distributor, Wholesaler, Other) [Type of Business] |
Nature of Products/Services: | [Nature of Products or Services] |
Years in Business: | [Years in Business] |
Number of Employees: | [Number of Employees] |
Annual Sales Revenue ( $/£/€ ): | [Annual Sales Revenue] |
Quality Management
Do you have a Quality Management System (QMS) in place? (Yes/No)* | [QMS in Place] |
If yes, please specify the standard (e.g., ISO 9001, AS9100, etc.) | [QMS Standard] |
QMS Certification Number: | [QMS Certification Number] |
Certification Expiry Date: | [QMS Certification Expiry Date] |
Certifying Body: | [QMS Certifying Body] |
Environmental and Social Compliance
Do you have an Environmental Management System (EMS) in place? (Yes/No)* | [EMS in Place] |
If yes, please specify the standard (e.g., ISO 14001, etc.) | [EMS Standard] |
EMS Certification Number: | [EMS Certification Number] |
Certification Expiry Date: | [EMS Certification Expiry Date] |
Certifying Body: | [EMS Certifying Body] |
Do you comply with all applicable labor laws and regulations in your region? (Yes/No)* | [Labor Laws Compliance] |
Do you have a written policy on child labor? (Yes/No)* | [Child Labor Policy] |
Do you have a written policy on forced labor? (Yes/No)* | [Forced Labor Policy] |
Do you have a written policy on discrimination? (Yes/No)* | [Discrimination Policy] |
Supplier References
Reference 1 | |
Company Name: | [Reference 1 Company Name] |
Contact Person: | [Reference 1 Contact Person] |
Phone Number: | [Reference 1 Phone Number] |
E-mail: | [Reference 1 Email] |
Reference 2 | |
Company Name: | [Reference 2 Company Name] |
Contact Person: | [Reference 2 Contact Person] |
Phone Number: | [Reference 2 Phone Number] |
E-mail: | [Reference 2 Email] |
By submitting this form, I hereby declare that the information provided above is true and accurate to the best of my knowledge. I understand that any false statements or omissions may result in disqualification from the supplier approval process.
Declaration
Name of Authorized Representative: | [Authorized Representative Name] |
Title: | [Authorized Representative Title] |
Date: | [Declaration Date] |
Thank you for your interest in becoming an approved supplier. We look forward to reviewing your submission and will be in touch with you regarding the next steps in the process.
About this template
What is this template?
This is a pre-qualification questionnaire used to screen potential vendors before entering into a contract. It is not a supply agreement or a purchase order and contains no commercial pricing terms. It focuses specifically on regulatory compliance and certification standards like ISO 14001.
When should you use it?
Use this form during the vendor onboarding process to verify a supplier's internal governance before signing a master service agreement. Use a Supply Agreement instead if you are ready to define delivery terms and prices.
What's inside
| Clause | Name | What it does |
|---|---|---|
| Company Information | Company and Contact Information | Collects primary contact details including name, address, website, and a specific contact person for the vendor entity. |
| Business Information | Business Metrics | Gathers data on business type, years in operation, employee count, and annual sales revenue in various currencies. |
| Quality Management | Quality Management Verification | Asks for details on QMS standards like ISO 9001 or AS9100 and their respective certification expiry dates. |
| Environmental and Social Compliance | Compliance Declarations | Requires binary confirmation of written policies regarding child labor, forced labor, and discrimination. |
| Declaration | Truth and Accuracy Declaration | The Authorized Representative confirms that false statements or omissions may result in disqualification from the approval process. |
Who it's for
- a procurement department vetting a manufacturer for quality system compliance
- a company conducting due diligence on a distributor's environmental policies
- a business requiring formal labor law compliance declarations from new vendors
How long it runs and how it's signed
How long
Used once
Signed by
Authorized Representative
Witness
Not required
Notarisation
Not required
Jurisdiction
General
Document info
HTML document. Document created on Fri Sep 26th, 2025. Last updated on Fri Nov 14th, 2025.
This document is public
Licensed under CC BY 4.0 (Attribution).
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