Checklist Vendor Onboarding

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}} | Email: {{email}} | Website: {{website}}

Vendor Information

Vendor Name: {{vendor_name}}

Contact Person: {{vendor_contact_person}}

Email: {{vendor_email}}

Phone: {{vendor_phone}}

Physical Address: {{vendor_physical_address}}

Business Registration Number: {{vendor_reg_number}}

VAT Registration Number (if applicable): {{vendor_vat_number}}

Required Documentation Checklist

_____ Vendor Application Form (Completed and Signed)

_____ Business Registration Certificate (Certified Copy)

_____ Tax Clearance Certificate (Recent and Valid)

_____ BBBEE Certificate/Affidavit (South Africa specific, if applicable)

_____ Company Profile/Capability Statement

_____ Bank Account Confirmation Letter (from the bank)

_____ Proof of Physical Address (e.g., utility bill, lease agreement)

_____ References (minimum 3, with contact details)

Due Diligence and Compliance

_____ Background check completed (if required)

_____ Conflict of Interest Declaration (signed by vendor)

_____ Non-Disclosure Agreement (NDA) signed (if applicable)

_____ Compliance with local labour laws confirmed

_____ Compliance with environmental regulations confirmed

_____ Review of vendor's insurance coverage (e.g., public liability, professional indemnity)

Contractual Agreements

_____ Master Service Agreement (MSA) reviewed and signed

_____ Service Level Agreement (SLA) established (if applicable)

_____ Purchase Order Terms and Conditions acknowledged

_____ Payment Terms: {{payment_terms}}

Systems and Access Integration

_____ Vendor Portal access granted (if applicable)

_____ Relevant system access granted (e.g., procurement system)

_____ Introduction to key internal stakeholders (e.g., procurement, finance, project managers)

Training and Orientation

_____ Orientation on {{company_name}} policies and procedures

_____ Training on specific tools or processes (if applicable)

_____ Emergency contact information shared

Approval and Sign-off

Prepared By: {{prepared_by_name}}

Date: {{preparation_date}}

Reviewed By (Procurement Manager): {{procurement_manager_name}}

Date: {{review_date}}

Approved By (Senior Management): {{senior_management_name}}

Date: {{approval_date}}

Signature Block

___________________________

{{authorised_signatory_name}}

{{authorised_signatory_title}}

Date: {{signature_date}}