Checklist Vendor and Supplier File

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Document Title

Checklist: Vendor and Supplier File

Vendor/Supplier Information

Vendor/Supplier Name: {{vendor_supplier_name}}

Vendor/Supplier ID: {{vendor_supplier_id}}

Date of File Creation: {{date_file_creation}}

Prepared By: {{prepared_by}}

Last Review Date: {{last_review_date}}

Section 1: Legal & Registration Documents

☐ Business Registration Certificate/Company Registration Number (CIPC or equivalent): {{registration_certificate_status}}

☐ Tax Clearance Certificate (SARS or equivalent): {{tax_clearance_status}} (Expiry Date: {{tax_clearance_expiry_date}})

☐ VAT Registration Certificate (if applicable): {{vat_registration_status}}

☐ BEE Certificate/Affidavit (if applicable & aligned with local regulations): {{bee_certificate_status}} (Level: {{bee_level}})

☐ Directors/Shareholders Information: {{directors_shareholders_info_status}}

Section 2: Contact & Banking Information

☐ Primary Contact Person Name: {{primary_contact_name}}

☐ Primary Contact Person Email: {{primary_contact_email}}

☐ Primary Contact Person Phone: {{primary_contact_phone}}

☐ Alternative Contact Person: {{alternative_contact_name}}

☐ Company Physical Address: {{company_physical_address}}

☐ Company Postal Address: {{company_postal_address}}

☐ Bank Account Details (Bank Name, Account Holder, Account Number, Branch Code): {{bank_details_status}}

Section 3: Operational & Compliance Documents

☐ Service Level Agreement (SLA) or Supply Agreement: {{sla_agreement_status}} (Date: {{sla_agreement_date}})

☐ Quotation/Pricing Structure: {{quotation_pricing_status}}

☐ Proof of Insurance (e.g., Public Liability, Professional Indemnity): {{insurance_proof_status}} (Expiry Date: {{insurance_expiry_date}})

☐ Health & Safety Policy (if applicable): {{health_safety_policy_status}}

☐ Environmental Policy (if applicable): {{environmental_policy_status}}

☐ References (minimum 2): {{references_status}} (Contacted: {{references_contacted_date}})

☐ Quality Control Certifications (e.g., ISO, if applicable): {{quality_certifications_status}} (Expiry Date: {{quality_certifications_expiry_date}})

Section 4: Performance & Review

☐ Performance Review Records: {{performance_review_records_status}} (Last Review: {{last_performance_review_date}})

☐ Incident Reports (if any): {{incident_reports_status}}

☐ Communication Log: {{communication_log_status}}

Section 5: Approval and Review

Checked By: {{checked_by_name}}

Position: {{checked_by_position}}

Date: {{checked_by_date}}

Approved By: {{approved_by_name}}

Position: {{approved_by_position}}

Date: {{approved_by_date}}

Signature Block

_________________________

{{signer_name}}

{{signer_title}}

Date: {{signature_date}}