Checklist Vendor and Supplier File

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Document Title

Checklist: Vendor and Supplier File Completion

Vendor/Supplier Information

Vendor/Supplier Name: {{vendor_supplier_name}}

Contact Person: {{contact_person}}

Contact Email: {{contact_email}}

Contact Phone: {{contact_phone}}

Date of Engagement: {{date_of_engagement}}

Mandatory Documentation Checklist

Please ensure the following documents are present and valid in the vendor/supplier file:

1. Business Registration Certificate (e.g., CIPC Certificate): [ ] Yes [ ] No

2. Tax Clearance Certificate (current): [ ] Yes [ ] No

3. BEE/B-BBEE Certificate or Sworn Affidavit (if applicable): [ ] Yes [ ] No

4. Company Profile/Capability Statement: [ ] Yes [ ] No

5. Service Level Agreement (SLA) or Contract: [ ] Yes [ ] No

6. Banking Details Confirmation (Letter from Bank, cancelled cheque, or bank statement): [ ] Yes [ ] No

7. Valid ID/Passport copies of key directors/owners: [ ] Yes [ ] No

8. Proof of Address for Business (utility bill, rates statement): [ ] Yes [ ] No

9. Professional Indemnity/Public Liability Insurance Certificate (if applicable): [ ] Yes [ ] No

10. Latest Audited Financial Statements or Management Accounts (if applicable): [ ] Yes [ ] No

Optional/Supportive Documentation

The following documents may be required based on the nature of engagement:

1. References from other clients: [ ] Yes [ ] No

2. Product/Service Catalogues: [ ] Yes [ ] No

3. Quality Certifications (e.g., ISO): [ ] Yes [ ] No

4. Health and Safety Policy: [ ] Yes [ ] No

Due Diligence Notes

Date of Review: {{date_of_review}}

Reviewed By: {{reviewer_name}}

Comments/Discrepancies: {{comments_discrepancies}}

Action Required: {{action_required}}

Follow-up Date: {{follow_up_date}}

File Status

File Complete: [ ] Yes [ ] No

Date Completed: {{date_completed}}

Reason for Incompletion (if applicable): {{reason_for_incompletion}}

Record Keeping

Ensure all physical and digital copies are securely stored and easily retrievable. Digital copies should be backed up regularly.

Location of Physical File: {{physical_file_location}}

Location of Digital File: {{digital_file_location}}

Approval

Approved By:

_________________________

{{approver_name}}

{{approver_title}}

Date: {{approval_date}}

Signature Block

Compiled By:

_________________________

{{compiler_name}}

{{compiler_title}}

Date: {{compilation_date}}