Describe what you buy and how procurement judges suppliers. Makeform creates a weighted vendor evaluation form for quality, price, reliability, service, evidence, and recommendations.
Route completed evaluations to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a procurement scenario, adapt its criteria, or send the prompt into the builder.
Audience
Procurement managers reviewing active suppliers
Format
Weighted 1–5 scorecard with comments
Prompt size
410 chars
Example form structure
Weighted 1–5 scorecard with comments
Vendor, category, and review period
Quality and defects
Price and invoices
Delivery reliability
Retain, improve, or replace?
Suggested routing tags
Preferred vendor
Needs review
Do not renew
Define each score before reviews begin. A labeled 1–5 scale is clearer than an unexplained number.
Step 1
Define
criteria, weights, and score definitions
Step 2
Review
each evaluator records ratings and evidence
Step 3
Compare
totals reveal strengths and gaps
Step 4
Decide
retain, improve, shortlist, or replace
Consistent supplier decisions
Ask every reviewer the same questions, explain the scale, and connect low scores to evidence. Compare vendors without reducing the decision to price alone.
Weight quality, price, reliability, and service for the purchase. Critical materials may emphasize defects and continuity.
Label each point with observable performance so reviewers apply the rubric consistently.
Pair ratings with comments, dates, records, or uploads so a low score becomes an actionable finding.
One framework, several review moments
Use the core rubric for selection, recurring scorecards, corrective actions, and renewals.
Use eligibility gates before scoring capability, references, capacity, lead times, and commercial fit.
Collect independent evaluator ratings with conflict disclosure and a documented shortlist recommendation.
Review defects, delivery, invoices, service, and corrective actions monthly, quarterly, or after a milestone.
Combine period performance, stakeholder input, open risks, and value into a renew, renegotiate, improve, or exit choice.
Build your scorecard
Describe the category, decision, and evidence, then refine what reviewers score and what happens next.
State whether you are shortlisting, reviewing performance, checking actions, or preparing for renewal.
Assign percentages totaling 100 and define poor, acceptable, and excellent performance.
Stop on failed requirements. Request evidence after low ratings and actions only when follow-up is needed.
Notify procurement and place structured results in a sheet for comparison and follow-up.
Form vs spreadsheet vs informal review
A spreadsheet calculates totals but poorly guides input. A form standardizes collection before comparison.
Field guide
Build the rubric around outcomes the supplier controls. These six sections cover context, performance, cost, service, risk, evidence, and decisions.
Review context
Capture enough context to compare like with like across sites, contracts, and periods.
Quality
Score observable outcomes appropriate to the purchase and request examples when performance misses target.
Price & value
Score competitiveness, invoice behavior, and value across the period, not only the lowest quote.
Reliability & service
Pair delivery or milestone performance with communication and recovery during a defined period.
Risk & continuity
Use gates and risk flags for issues requiring review even when the average looks acceptable.
Evidence & decision
Pair the total with supporting notes, ownership, dates, and a defined procurement response.
Related tools
Collect applications before selection, onboard approved suppliers, and use specialized evaluation forms.
Combine ratings with operational feedback.
Open toolFAQ
Practical answers for procurement teams designing a fair, repeatable supplier review.
A vendor evaluation form assesses bidders or active suppliers consistently. It records context, quality, price, reliability, service, evidence, risks, and a recommendation for selection, performance, corrective-action, or renewal reviews.
Start with quality, value, reliability, service, and risk, then adapt details to the category. Add reviewer context, evidence, actions, and a decision. Avoid duplicate or irrelevant criteria.
Base weights on purchase goals and failure consequences. Critical components may emphasize quality and continuity; standard supplies may emphasize price and delivery. Total weights to 100%, set them before reviewing bids, and use pass or fail gates for mandatory requirements.
Use anchored scales describing observable performance. For delivery, define 1 as repeated misses, 3 as usually on time, and 5 as consistently on time. Give reviewers the same evidence, require comments for extreme ratings, and reconcile large differences.
Yes. Use one submission per vendor and evaluator with identical criteria and weights. Group results by vendor and compare category totals, risks, evidence, and recommendations, not only overall scores.
Match frequency to spend, dependency, risk, and milestones. Critical suppliers may need quarterly reviews; low-impact vendors may be reviewed annually. Also review after serious defects, repeated delays, corrective-action deadlines, or scope changes.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and reuse scorecards without a response cap. The paid tier only removes the Makeform badge. Edit criteria, weights, evidence, and routing before sharing.
Distinguish one-time exceptions from recurring problems. Record the gap, corrective action, owner, deadline, and follow-up. Your process may call for improvement, renegotiation, escalation, replacement sourcing, or no renewal.
Make every supplier score explainable.
