Supplier Evaluation Form
Make supplier approval decisions using a supplier evaluation form from Texas Quality Assurance. This downloadable form helps you collect supplier information, review previous performance, document known quality issues, and record the final approval decision.
Make Supplier Approvals More Consistent
Suppliers can directly affect product quality, customer satisfaction, delivery performance, and compliance. Before placing an order, your organization should have enough information to determine whether the supplier can meet the applicable requirements.
This supplier evaluation form provides a consistent way to collect and review that information. It can be used for new supplier approvals, conditional approvals, and supplier reevaluations.
What Is Included in the Form?
The form includes sections for recording:
- Company and parent-company information
- Physical, mailing, and payment addresses
- Telephone and email information
- Products or services provided
- Principal owners and key personnel
- Quality, manufacturing, engineering, and sales contacts
- Previous purchasing or invoice history
- Known quality issues
- Resolution of previous quality issues
- Final approval and conditional-approval status
- Management authorization, signature, title, and date
The completed supplier evaluation form can be kept with certification records, audit results, technical reviews, corrective actions, and other evidence used to support the approval decision.
Match the Evaluation to the Risk
Not every supplier requires the same level of review. The type and extent of the evaluation should reflect what the supplier provides and how that product or service could affect your operations.
A supplier providing direct material, calibration, inspection, a special process, or outsourced production may require more supporting evidence than a supplier providing general office supplies.
Supporting evidence may include:
- Quality management system certification
- Supplier questionnaires
- Technical reviews
- On-site or remote audits
- First-article or sample inspections
- Previous quality and delivery performance
- Customer-required supplier status
- Industry licenses or qualifications
Define the Approved Scope
Avoid approving a supplier for every possible product or service unless the evidence supports that decision. Clearly define what the supplier is approved to provide.
If approval is conditional, document the conditions, monitoring requirements, responsible person, and reevaluation date. This helps purchasing personnel understand when and how the supplier may be used.
Continue Monitoring Supplier Performance
Completing a supplier evaluation form is only the first step. Approved suppliers should be monitored using information such as:
- Product or service conformity
- Delivery performance
- Nonconformities and complaints
- Corrective-action responses
- Certification or license status
- Changes in ownership, location, or capabilities
Supplier status and approved scope should be clearly recorded on your Approved Supplier List or within your supplier-management system.
Who Should Use This Form?
This download can help:
- Quality personnel
- Purchasing and supply-chain teams
- Operations and production managers
- Supplier-quality representatives
- ISO 9001 and API Q1 organizations
- Small and midsized businesses building a supplier approval process
Download the Form
Use this supplier evaluation form to organize supplier information, support approval decisions, and maintain a clear record of the evaluation.