Describe the vendors and evidence your procurement team reviews. Makeform turns the brief into a vendor qualification form for company details, capabilities, insurance, certifications, references, and routing.
Route vendor submissions to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a scenario, adapt its requirements, or send the prompt to the builder. Each structure is editable.
Audience
Prospective suppliers of goods or business services
Format
Multi-section qualification questionnaire
Prompt size
349 chars
Example form structure
Multi-section qualification questionnaire
Business identity and primary contact
Products, regions, capacity, and lead times
Insurance and certification expiry dates
Upload supporting documents
Customer references
Suggested routing tags
Ready for review
Evidence missing
Follow-up needed
Collect expiry dates and issuers beside uploads so reviewers can spot stale evidence quickly.
Step 1
Collect
identity, capability, policies, and evidence
Step 2
Screen
required fields and documents checked
Step 3
Review
procurement and subject owners assess
Step 4
Decide
outcome, conditions, and renewal date recorded
Better intake
Ask every supplier for the same core evidence while showing follow-ups that match its work and risk profile.
Show security questions to data providers, safety questions to contractors, and capacity questions to product suppliers.
Collect type, issuer, identifier, and expiry beside each upload so reviewers have context before opening it.
Tag submissions by category, then notify procurement, security, safety, or operations when relevant.
Qualification scenarios
Start with a company profile, then branch into evidence needed for the proposed relationship.
Capture capacity, lead times, quality controls, traceability, regions, and continuity alternatives.
Ask about access, data, hosting, subprocessors, incident response, continuity, and vendor-supplied evidence.
Compare specialties, roles, qualifications, availability, delivery, subcontractors, and references.
Gather licenses, insurance dates, training, equipment, supervision, safety information, and comparable projects.
Qualification workflow
Organize vendor-provided information for review. Your team still verifies evidence and applies its requirements.
Describe what vendors provide and which activities trigger specialist questions or approvals.
Add your categories, minimum evidence, document dates, reference rules, and conditional follow-ups.
Share one link and route missing evidence into a follow-up queue.
Record notes, evidence checked, outcome, conditions, and reassessment date with the response.
Structured qualification
Consistent fields, contextual uploads, and relevant specialist questions make vendors easier to compare.
Field guide
Collect enough detail to route a vendor without treating self-reported answers as verified.
Business profile
Identify the organization that would sign and invoice. Structured fields distinguish a parent, subsidiary, and trading name.
Capability
Match questions to the requirement. Capture regions, lead times, staffing, equipment, volumes, and constraints instead of marketing descriptions.
Policies and controls
Ask about relevant quality, safety, data, continuity, or environmental controls. Route vendor-supplied answers to internal owners.
Documents
Ask each document's type, issuer, named entity, and expiry, then collect the file.
Experience and references
Request comparable work. References should know the work and agree to contact.
Declarations and review
End with accuracy, conflict, and authorization declarations. Keep notes, evidence checks, decisions, and renewal timing reviewer-only.
Related tools
Use focused forms for application, registration, evaluation, onboarding, purchasing, and subcontractors.
Collect company, offering, contact, and interest details before qualification.
Open toolCapture setup and administrative details after a vendor advances.
Open toolReview delivery, quality, service, and corrective actions.
Open toolCoordinate the tasks that follow selection, from contacts to system setup.
Open toolStructure the purchasing request once scope, pricing, and supplier are settled.
Open toolGather trade-specific capacity, project, license, insurance, and safety information.
Open toolFAQ
Practical answers for procurement teams standardizing prospective vendor review.
A vendor qualification form collects identity, capabilities, capacity, policies, insurance, certifications, documents, experience, and references from a prospective vendor. It creates a consistent review record but does not verify the vendor by itself.
Include business details, ownership, contacts, offerings, regions, capacity, lead times, subcontractors, relevant controls, insurance and document expiry dates, comparable work, references, conflicts, and an accuracy declaration. Add category-specific sections when relevant.
Qualification helps assess whether a vendor meets requirements. Registration captures administrative details after a vendor advances, such as ordering contacts and account setup. Separating them avoids requesting unnecessary information too early.
Yes. Use category and scope answers to control branches. Software providers can receive data and hosting questions, field contractors safety questions, and manufacturers capacity questions while everyone completes the same core profile.
Yes. Alongside uploads, collect document name, issuer, identifier, named business, effective date, and expiry. Reviewers should check currency, authenticity, scope, and applicability instead of assuming an upload proves qualification.
Request references for comparable work. Collect name, role, organization, relationship, contact details, engagement dates, and permission to make contact. Avoid requesting confidential client information.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and reuse vendor qualification forms without a response cap. The paid tier removes the Makeform badge.
No. A submission organizes vendor-provided information. Relevant owners should verify evidence, resolve exceptions, apply current requirements, and record the decision. Set reassessment dates for expiring evidence or changing scope.
Standardize prospective vendor intake.
