Who this checklist is for
Procurement and finance teams collecting information before accepting a new supplier.
Free template · 13 checklist items
Vendor Onboarding Information & Document Checklist
Keep supplier information and the documents that support it in one request. This vendor onboarding checklist separates company details, delivery capability, compliance information and payment records so procurement and finance can review the same case.
No signup required. Edit the CSV in Excel, Google Sheets or another spreadsheet.
Before you send it
Assign company questions to the supplier coordinator and personal evidence to the person it concerns. Apply your own procurement and payment-verification controls; collecting a bank letter is not independent verification of payment details.
What to include in the request
These are starting points to adapt, not universal requirements. The CSV contains the same items and instructions as this preview.
| Section | Item | Format | Provided by | When to request | Instructions |
|---|---|---|---|---|---|
| Company | Legal name, trading name and registration number | Short answers | Supplier coordinator | At onboarding | Distinguish the legal entity from any trading name. |
| Company | Registered address and tax number | Address / short answer | Supplier coordinator | Where applicable | Use the identifiers relevant to the supplier and jurisdiction. |
| Company | Business and tax registration certificates | File requests | Supplier coordinator | Where required by your policy | Ask for evidence matching the entity named in the request. |
| Capability | Products and services offered | Long answer | Supplier coordinator | At onboarding | Describe what the supplier will actually deliver. |
| Capability | Capacity, lead times and references | Long answers | Supplier coordinator | If relevant to procurement | Collect enough context to assess delivery capability. |
| Compliance | Anti-bribery and data protection declarations | Checkboxes | Authorised supplier contact | As required by your policy | Use declarations appropriate to your procurement process. |
| Compliance | Conflicts of interest | Choice / explanation | Supplier coordinator | At onboarding | Provide a place to explain any declared conflict. |
| Insurance | Insurance certificate and cover | File request / number | Insurance contact | Where required for the work | Specify the cover type and relevant validity dates. |
| Certifications | Quality or industry certificates | Multiple file request | Supplier coordinator | If certifications are claimed | Ask only for the certifications relevant to the service. |
| Banking | Bank, account name and account number or IBAN | Short answers | Finance contact | When setting up payment | Route the answers through your separate payment-verification process. |
| Banking | Bank confirmation letter | File request | Finance contact | If your policy calls for evidence | Collect supporting evidence without treating it as independent verification. |
| Payment | Invoicing currency and payment terms | Choices | Finance contact | Before supplier approval | Offer the currencies and terms your team supports. |
| Declarations | Authority, accuracy and supplier code of conduct | Checkboxes | Authorised supplier contact | Before submission | Use your own supplier terms and approved declarations. |
Use this template in Intaky
Start from “Vendor & supplier onboarding” in Intaky and tailor the company sections, document requests and declarations. Invite other contributors if needed. The CSV is for planning or tracking; it does not automatically import into the app.
After setup, share your application link. Applicants access their own checklist through an email link with no password to create. Your team reviews the submitted answers and files and requests corrections on the items that need them.
Put the checklist into practice
Turn the checklist into a client request.
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