New Vendor Form Template
Streamline your vendor onboarding process with ease
If onboarding new vendors feels overwhelming, you're not alone. This New Vendor Form Template helps you efficiently gather essential information from your vendors so you can focus on building successful partnerships. Enjoy benefits like simplified data collection, reduced administrative workload, compliance with business requirements, improved vendor relationship management, and accelerated onboarding times, all while ensuring your forms are WCAG-aligned for accessibility. Explore the live template to get started.
When to use this form
Use this template when you need to onboard a new supplier for purchasing, events, or services. It helps you collect legal details, payment info, contacts, and what they sell, so finance can set them up and pay on time. For full onboarding, pair it with the New vendor setup form. If you only need a quick intro for a sales rep or local installer, the Simple vendor contact form is enough. Event teams can prequalify booth partners and capture insurance before a show. After the first project, close the loop with a Vendor evaluation form to track quality and delivery. The result: fewer emails, faster approvals, and a clean audit trail.
Must Ask New Vendor Questions
- What is your legal business name and tax ID (EIN or SSN)?
This locks in the entity you will contract and report to, which prevents payment and 1099 errors. Clear legal details reduce risk during audits and simplify compliance checks.
- Who is the primary contact and how can we reach them?
A single owner for updates speeds decisions and fixes issues fast. Accurate contact info avoids delays when orders change or invoices need review.
- Where should we send payments and what is your preferred method?
Collecting remit address or ACH details upfront cuts payment errors and rework. Knowing the method and currency helps accounts payable pay on time.
- What products or services do you provide, including pricing, lead times, and minimums?
These details help buyers compare vendors and plan inventory or project timelines. Clear terms also prevent scope creep and surprise costs.
- Do you carry required insurance or certifications, and can you upload current documents?
Proof like a COI, W-9, or safety certifications protects your company and meets policy requirements. If you handle food, route applicants to the Food vendor application form for category-specific checks.
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