Template Ideas

Vendor information form

vendor information form

Are you on the hunt for efficient vendor management? The vendor information form is perfect for businesses looking to gather essential data about their vendors.

Whether you're a small company or a large corporation, this form covers all the bases by collecting vendor details, business type, tax information, payment preferences, and more.

Stay organized and ensure smooth collaboration with your vendors by using this comprehensive form.

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Questions to include on your vendor information form

1. Vendor Details

This section collects essential information about the vendor, which helps to manage and maintain accurate records.

  • Vendor Name:
  • Vendor Address:
  • Contact Person:
  • Contact Person's Title:
  • Phone Number:
  • Email Address:
  • Website:

2. Type of Business

Gathering information about the vendor's business type allows you to better understand the services or products they provide.

  • Type of Business:
  • Products/Services Offered:
  • Years in Business:
  • Number of Employees:

Asking for tax and legal details is crucial for compliance and ensuring the vendor meets all necessary regulations.

  • Tax Identification Number:
  • Legal Entity Type (Sole Proprietorship, Partnership, Corporation, etc.):
  • Do you have any pending legal actions or disputes? (Yes, No):

The question about pending legal actions or disputes is important because it helps you assess any potential risks associated with partnering with the vendor.

4. Payment Information

Understanding a vendor's payment preferences helps streamline the invoicing and payment process.

  • Preferred Payment Method (Bank Transfer, Credit Card, Check, etc.):
  • Payment Terms (Net 30, Net 45, etc.):
  • Bank Account Details (if applicable):

5. Additional Information

These questions provide the opportunity for the vendor to share any additional information that may be relevant to your business relationship.

  • Do you have any certifications or industry awards? If yes, please list them:
  • Can you provide at least three business references?
  • Is there any other information you would like to share with us?

It is helpful to collect information about certifications, awards, and references as it can help you evaluate the vendor's reputation and reliability in the industry.

Other question ideas

When you are creating your vendor information 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.
  • Do you have a sustainability or environmental policy? If yes, please provide a brief description:

    • This question helps assess the vendor's commitment to environmental responsibility and sustainability, which may be important for businesses with eco-friendly values or goals.
  • What is your company's annual revenue?

    • Gathering information on the vendor's annual revenue can provide insight into their financial stability and success in the market.
  • Do you offer any warranties or guarantees for your products/services? If yes, please provide details:

    • Understanding a vendor's warranty and guarantee policies can help you assess their reliability and commitment to customer satisfaction.
  • Have you worked with any businesses in our industry before? If yes, please provide examples:

    • This question can help you determine if the vendor has experience working with businesses in your specific industry, which may be a factor in your decision-making process.
  • What sets your business apart from competitors?

    • Asking vendors to describe their unique selling points can help you identify what makes them stand out in the market, potentially offering added value to your business.
  • Can you provide testimonials or case studies from previous clients?

    • Testimonials and case studies can showcase the vendor's success in delivering quality products or services and provide insight into their customer relationships.
  • Do you have experience working with businesses of our size?

    • This question can help you determine if the vendor is familiar with the unique needs and challenges that businesses of your size may face.
  • How do you handle customer disputes or complaints?

    • Understanding a vendor's approach to resolving disputes or addressing customer complaints can provide insight into their commitment to maintaining positive business relationships.
  • What is your approach to innovation and staying current with industry trends?

    • This question can help you assess the vendor's adaptability and commitment to staying up-to-date with market developments, ensuring a long-term business relationship.
  • Are there any potential conflicts of interest between our businesses? If so, please explain:

    • Identifying potential conflicts of interest can help address any concerns that may arise in the vendor relationship, ensuring transparency and open communication.

Things to consider

  1. User-Friendliness - Ensure your form is well-organized and easy to understand, using clear headings and subheadings for different sections. This helps users quickly find the information they need, making it more likely they'll complete the form.
  2. Input Validation - Incorporate real-time validation for fields like email addresses and phone numbers, so users can correct errors as they go. This prevents frustration and increases the likelihood of receiving accurate information.
  3. Optional vs. Required Fields - Clearly indicate which fields are mandatory and which are optional. This helps users know what information they must provide and prevents form submission errors.
  4. Mobile Responsiveness - Make sure your form is fully responsive to different devices, as many users might access it on their smartphones or tablets. A mobile-friendly form is more likely to be filled out and submitted.
  5. Save and Resume Feature - Allow users to save their progress and return to the form later. This is especially helpful for lengthier forms that may require users to gather additional information before submitting.
  6. Clear Instructions and Examples - Provide clear instructions for each field, including examples of the correct format where necessary. This helps users understand how to fill out the form correctly and reduces the chances of errors.
  7. Privacy and Security - Make sure to adhere to data privacy regulations and protect users' information by using secure data storage and transmission methods. Clearly communicate how you will handle and protect the information they provide.

How to create your vendor information 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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