Checklist Vendor and Supplier File

Company Letterhead (for Internal Use)

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Vendor/Supplier Information

Vendor/Supplier Name: {{vendor_supplier_name}}

Contact Person: {{contact_person_name}}

Contact Email: {{contact_email}}

Contact Phone: {{contact_phone}}

Physical Address: {{vendor_supplier_address}}

Vendor/Supplier ID: {{vendor_supplier_id}}

Date of Engagement: {{date_of_engagement}}

Legal & Registration Documents

1. Business Registration Certificate: (Attached/Scanned) [ ]

- Registration Number: {{registration_number}}

- Date of Issue: {{registration_date_of_issue}}

2. Tax Clearance Certificate (if applicable): (Attached/Scanned) [ ]

- Issue Date: {{tax_clearance_issue_date}}

- Expiry Date: {{tax_clearance_expiry_date}}

3. Valid Business Permit/License: (Attached/Scanned) [ ]

- License Number: {{license_number}}

- Expiry Date: {{license_expiry_date}}

Contractual Agreements

1. Signed Service Level Agreement (SLA) or Supply Agreement: (Attached/Scanned) [ ]

- Agreement Date: {{agreement_date}}

- Term: {{agreement_term}}

2. Non-Disclosure Agreement (NDA) (if applicable): (Attached/Scanned) [ ]

- NDA Date: {{nda_date}}

3. Terms & Conditions Acknowledgment: (Attached/Scanned) [ ]

Financial Information

1. Bank Account Details Confirmation: (Attached/Scanned) [ ]

- Bank Name: {{bank_name}}

- Account Name: {{account_name}}

- Account Number: {{account_number}}

2. Previous Invoices/Payment History (if applicable): (Attached/Scanned) [ ]

3. Credit Application Form (if applicable): (Attached/Scanned) [ ]

Compliance & Due Diligence

1. Due Diligence Questionnaire Completed: [ ]

- Date Completed: {{due_diligence_completion_date}}

2. References Checked (if applicable): [ ]

- Reference 1: {{reference_1_name}}, {{reference_1_contact}}

- Reference 2: {{reference_2_name}}, {{reference_2_contact}}

3. Conflict of Interest Declaration (if applicable): (Attached/Scanned) [ ]

Quality & Performance

1. Quality Assurance Certificates (e.g., ISO) (if applicable): (Attached/Scanned) [ ]

- Certificate Number: {{quality_certificate_number}}

- Expiry Date: {{quality_certificate_expiry_date}}

2. Performance Review Records (ongoing): (Attached/Scanned) [ ]

- Last Review Date: {{last_review_date}}

3. Feedback/Complaint Log (if applicable): (Attached/Scanned) [ ]

Review & Approval

Prepared By: {{preparer_name}}

Date Prepared: {{date_prepared}}

Reviewed By: {{reviewer_name}}

Date Reviewed: {{date_reviewed}}

Approved By: {{approver_name}}

Date Approved: {{date_approved}}

Next Review Date for File: {{next_review_date}}

Signature Block

_____________________________

{{authorized_signature}}

{{authorized_name}}

{{authorized_title}}

Date: {{signature_date}}