Template Ideas

Vendor application form

vendor application form

Looking to streamline your vendor onboarding process?

The vendor application form is perfect for businesses of all sizes seeking to gather essential information from potential vendors. This comprehensive form caters to various industries and ensures you cover all vital aspects – from contact details and business structure to compliance, insurance, and financial stability.

By using this form, you'll make informed decisions when selecting the best vendors for your company and foster successful long-term partnerships.

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Questions to include on your vendor application form

1. Vendor Details

This section will gather basic information about the vendor's business, including contact details and business structure.

  • What is the name of your business?
  • What is your business website? (optional)
  • What type of business structure do you have? (Sole Proprietorship, Partnership, Corporation, Limited Liability Company)
  • Please provide a brief description of your products or services.
  • Primary contact name
  • Primary contact email
  • Primary contact phone number

2. Business Address

Collecting the vendor's business address is essential for communication, billing, and legal purposes.

  • Street address
  • City
  • State/Province
  • ZIP/Postal Code
  • Country

3. Compliance and Certification

These questions help ensure that the vendor complies with relevant laws and regulations and has the necessary certifications for their industry.

  • Does your business have any certifications? (e.g. ISO, OSHA, etc.)
  • If yes, please list the certifications and their respective certification numbers.

The certifications question is essential for industries where compliance is crucial, and it demonstrates the vendor's commitment to quality.

4. Insurance and Liability

Gathering insurance information can help protect your business from potential liability issues that may arise during the vendor's operation.

  • Does your business carry liability insurance?
  • If yes, please provide the name of your insurance company and policy number.

5. Financial Information

This section will assess the vendor's financial stability, which is essential when considering them for a long-term business relationship.

  • What is your annual revenue?
  • How long has your business been operating?

6. References

Requesting references can help verify the vendor's experience and credibility in their industry.

  • Please provide at least two business references with their contact information.

Other question ideas

When you are creating your vendor application form, here are some additional questions you may want to consider. These won't apply in every case, but should give you some ideas as you build out your form.
  • How has your business adapted to the challenges of the COVID-19 pandemic?

    • This question can provide insights into the vendor's resilience and ability to adapt to unforeseen circumstances, which is valuable for business continuity.
  • What differentiates your business from your competitors?

    • This question allows the vendor to showcase their unique selling points, helping you understand what sets them apart from other businesses in the industry.
  • Describe a difficult situation with a client and how you resolved it.

    • This question can give you an idea of the vendor's problem-solving skills, customer service, and ability to handle difficult situations, which are all essential for a smooth business relationship.
  • What is your business's approach to sustainability and environmental responsibility?

    • This question helps you understand the vendor's commitment to sustainable practices and environmental impact, which may align with your company's values and requirements.
  • How do you ensure the quality of your products/services?

    • This question can provide insights into the vendor's quality control processes and their commitment to delivering a high-quality product or service.
  • Does your business have a disaster recovery plan in place?

    • This question can reveal how prepared the vendor is to handle unexpected disruptions and maintain operations, which is crucial for business continuity and risk management.
  • What is your preferred method of communication with clients (email, phone, in-person meetings)?

    • This question helps you understand the vendor's communication style, which is essential for effective collaboration and a successful business relationship.
  • Can you provide examples of successful projects or collaborations with other businesses?

    • This question allows the vendor to showcase their experience and achievements, giving you confidence in their capability to deliver results.

Things to consider

  1. Accessibility - Ensure your form is accessible to users with disabilities by using proper labels, descriptive instructions, and appropriate color contrast. This helps provide an inclusive experience and complies with web accessibility standards.
  2. User-Friendly Design - Keep the form layout clean and straightforward to make it easy for users to complete. Avoid overwhelming users with too many fields at once, and consider breaking the form into smaller sections, as shown in the question list provided.
  3. Responsive Design - Make sure your form is mobile-friendly and works well on different devices and screen sizes. This helps make it as easy as possible for users to fill out the form, regardless of how they access it.
  4. Prevent Spam Submissions - To reduce spam submissions or automated bots, include a CAPTCHA or honeypot technique to distinguish genuine submissions from spam.
  5. Progress Indicator - If the form is long, consider adding a progress indicator that shows users how far they are in the process. This helps keep users engaged and aware of the time commitment required.
  6. Validation and Error Messages - Provide real-time form validation and clear error messages to guide users in filling out the form correctly. This reduces user frustration and ensures accurate information is submitted.
  7. Save and Resume - If the form is lengthy, consider allowing users to save their progress and resume later. This can prevent data loss and improve the overall user experience.

How to create your vendor application form

Now that you know what questions you should include, it's time to build your form!

The only problem is that traditional forms tools are inefficient.

People will forget to fill out your form. They'll get stuck halfway and not be able to finish it. Or they'll send you the wrong stuff. You end up wasting hours chasing people down over email. 

That's why you should give Content Snare a try. 

Content Snare is packed with advanced features that will have you hours:

  • Automatic reminders - Remind people to complete their form with fully customizable reminders.
  • Reject incorrect information - If a single question is filled out incorrectly, ask your client to re-do just that one item.
  • Autosaving - No progress gets lost. People can fill out forms in multiple sittings.
  • Comments and questions - If the person filling the form gets stuck, they can ask a question without having to email you.

Give it a go by signing up for your free 14-day trial

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Content Snare is the stress-free way to get information from anyone. Break free of your inbox and reclaim your time. Let Content Snare chase your clients for you.