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Vendor Profile Form Template

Simplify Your Vendor Management with Our Profile Form

Collecting accurate vendor information shouldn't feel overwhelming. This Vendor Profile Form Template is designed to help businesses like yours gather essential details efficiently. With this template, you can ensure thorough onboarding, enhance relationships through better communication, maintain compliance with regulatory standards, and align with your procurement process seamlessly. Experience the ease of organizing your vendor data-try the live template today.

Use this Template (FREE) Live Preview
Legal business name
Doing business as (DBA), if different
Business type
Corporation
Limited Liability Company (LLC)
Sole Proprietorship
Partnership
Nonprofit
Government/Public Sector
Other
Please Specify:
Tax ID/EIN or business identifier
Company website
Years in business
Less than 1 year
1-3 years
4-7 years
8-15 years
16+ years
Number of employees
1-10
11-50
51-200
201-500
501-1000
1001+
Business address (street, city, state/province, postal/ZIP, country)
Primary contact full name
Job title
Email
Phone
Brief description of products/services
Product/service categories offered
Please Specify:
Pricing model(s)
Fixed price
Hourly / Time and materials
Subscription / Recurring
Cost-plus
Per unit
Retainer
Other
Please Specify:
Service regions covered
Local
Regional
National
International
Do you currently maintain active business insurance?
Yes
No
Certifications and compliance frameworks
Please Specify:
Diversity certifications or supplier status
Please Specify:
Tax documentation available upon request
Yes
No
Willing to sign a mutual NDA if required
Yes
No
Do you handle personal or sensitive data in the services you provide?
Yes
No
Preferred payment methods
ACH / Bank transfer
Wire transfer
Credit card
Check
PayPal
Other
Please Specify:
Standard payment terms you can accept
Due on receipt
Net 15
Net 30
Net 45
Net 60
Milestone-based
Other
Please Specify:
Is a purchase order required before work begins?
Yes
No
Business references available upon request
Yes
No
May we contact you regarding vendor opportunities?
Yes
No
Authorized representative full name
Signature date
I certify that the information provided is accurate and complete
True
False
{"name":"Legal business name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Legal business name, Doing business as (DBA), if different, Business type","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
Paper art illustration depicting a vendor profile form template for FormCreatorAI article

When to use this form

Use this profile when you are onboarding new suppliers, building a preferred list, or vetting event exhibitors. It captures consistent business details, capabilities, certifications, and contacts so you can compare options quickly. For a short intake, pair it with the Vendor information form. If you are registering vendors for fairs or markets, start with the Vendor registration form and attach this profile for deeper review. Food businesses can complete the Food vendor application form for permits and health data, while this profile covers company, capacity, and references. The result: fewer emails, cleaner data, and better sourcing decisions.

Must Ask Vendor Profile Questions

  1. What is your legal business name, tax ID/EIN, and entity type?

    This ties the record to the correct legal entity for your contracts, payments, and compliance checks. It prevents mismatched names that delay onboarding and helps finance issue 1099s or W-9 requests correctly.

  2. Who is your primary contact and backup contact (name, role, email, phone)?

    You get reliable points of contact for orders and urgent issues. If you only need quick contact details, use the Simple vendor contact form.

  3. Which products or services do you offer, with key categories, SKUs, MOQs, and price ranges?

    Clear categories and ranges let you match needs to a catalog and budget faster. It also reduces follow-ups to clarify scope or minimums.

  4. What are your standard lead times, minimum order quantities, capacity, and delivery regions?

    This helps you forecast timelines and set realistic SLAs before a purchase order. It flags bottlenecks or shipping limits that could affect availability.

  5. Which certifications, licenses, and insurance coverage do you hold (for example, ISO, liability, permits)?

    Proof of compliance reduces risk and speeds approval, especially for regulated goods or onsite work. You can prioritize vendors who meet your policy requirements without extra audits.

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