Suppliers are organizations or companies who are responsible for providing ample stocks for their clients. The supplies can range from products, tools, as well as manpower services to cater to the client’s needs. In order to ensure that suppliers are doing their roles and responsibilities, as well as meeting the standards of a company, a supplier evaluation form must be used.
A supplier evaluation form is a document which is used by companies and organizations during the selection process in choosing their final partners or suppliers. The form is beneficial for both the hiring company and the applying or the proposing supplier since it will allow all parties involved to know each other as well as provide an initial observation of the company towards what each applying supplier can offer for their business success or needs. Once completed and finalized, the result of the evaluation must be kept along with the relative documents that the company is recording in their archives about their associated vendors, partners, and suppliers.
There are other formats which can be used or chosen as an option by companies and organizations for creating their supplier evaluation forms however the most common is the word document format or the DOC format. When it comes to this type of format, an organization can expect that they will be able to acquire tons of different benefits and advantages compared to other available formats. One of the known benefits of using a supplier evaluation form in DOC or in word document format is that it is easy to create since it is associated with a software application which is widely used by the general population. This ease-of-use advantage allows the organization to effectively draft, finalize, and create the form without any delay in having to instruct the document-preparer about the functions and the ideals of the company for the evaluation form.
Another benefit if using a supplier evaluation form in a word document format is that it is lighter in file size in comparison to other formats. Because of this, a company or an organization will rest assured that their database system or their computers and drives will be able to shoulder dozens or hundreds of different variations of the form to cater their needs for every type of supplier and vendor.
Since there are different suppliers in a company and there can be different procedures or intents when a supplier evaluation form will be necessary to be used, there should also be variations of the evaluation form to meet the demands and needs of the company. Below are some of the common varieties of supplier evaluation forms in word document formats that companies and organizations can use for assessing and evaluating their suppliers:
Initial Supplier Evaluation Audit Form – Understanding the financial aspect of a partnership in a company is important especially when it comes to purchasing goods and services from suppliers and vendors. For this purpose, an initial supplier evaluation audit form is the appropriate document to use. To aid the user of the form, a page which enlists the objective, guidelines, and the process which are relevant to the evaluation procedure is enclosed with the form. The first section of the form will then gather the general information of both the supplier and the client or the company representative handling the evaluation process. This section should have their names, address, fax, and phone numbers. In the second section of the form, on the other hand, the names of the people who are representing the supplier in the client’s company will be enlisted along with their job titles and electronic mailing addresses. The identities of the auditors’ personnel will also be required to be disclosed in the form wherein their names, titles, and email should be stated in the fourth section. The fifth and sixth sections of the form center on the audit results and recommendations while the other pages enclosed with the form gathers the audit checklist results and the factory photos taken during the evaluation period.
Supplier Evaluation Checklist Form – Meeting the quality requirements of a company is a top priority that suppliers and vendors must always keep in mind when agreeing to a business partnership. This is when a supplier evaluation checklist form should be drafted and sent to the supplier to execute the evaluation. The checklist form is accompanied by a cover letter which is intended to inform the supplier about the need of the company and the importance of completing the evaluation process. Specifications and instructions must also be included in the enclosed cover letter to sufficiently provide ample details to be used by the supplier. Moreover, the supplier evaluation checklist form is composed of five separate sections. The first section of the form gathers the vendor or the supplier’s basic details such as his name, address, contact numbers, and their company website. The second section of the form lists the names of the key company personnel including the quality manager, production manager, open order status personnel, and the sales contact person. In the third section of the form, the types of processes and services which will be provided or have been provided by the supplier will be defined. This section will then be followed by the fourth portion of the form which is intended for determining the number of employees handling each process or service provided by the supplier and the particulars of the supplier’s system in use. Then, the checklist section will be required to be filled out by the supplier which will allow him or their company to rate their competency in each variety or aspect focused by their client company.
Supplier Evaluation Questionnaire Form – Most manufacturing companies who are in need of a supplier’s services will be creating and using this form to assess and filter their applying suppliers. In a supplier evaluation questionnaire form, the supplier or the applicant will be able to disclose relevant details about his products and services and how he can help out the company for their business. In the form, there are four sections accompanied by a supplemental information area. The first section of the form collects the details of the supplier’s organization ranging from the name of their organization, the names of the organization’s respective owners, managers, and inspectors, the total number of employees present in the organization, as well as the number of employees who are hired to manage the quality of the organization’s products and services. The supplier’s quality systems and procedures will be highlighted in the second section of the form which should have the indication of whether there are current manual books that center on the quality analysis of the organization, the type of ISO certification that the organization has, and if the hiring client or company can obtain a duplicate of the manual whenever necessary. The special processes and the standards which are met by the supplier will also be stated in the form on its third section while the fourth section of the form contains the checklist questionnaire for determining the quality elements of the supplier. In the event that there are other pieces of information which are relevant to the purpose and objective of the evaluation, the supplier can enlist each data in the last portion of the form which is the supplemental information section.
Supplier Evaluation Survey Form – This variety of supplier evaluation form is ideal to be used by companies to gather ample data from their already-partnered suppliers or from their applying suppliers. The form will allow the client company to know the quality levels of each supplier proposing to conduct business with them as well as other pieces of information which can serve as a tool for executing the evaluation survey. Just like the other aforementioned forms, a supplier evaluation survey form also contains the details of the supplier along with their business type or category.
Supplier Performance Evaluation Report Form – In contrary to the forms above, this document is only applicable to be used by companies who are already conducting or transacting business with a supplier within a specific timeline. A supplier performance evaluation report form will allow the company or the client company to determine whether the contractor supplier has met the company’s expectations with regards to the services and products that they have provided. Whether or not the company recommends the contractor supplier to their affiliated companies will also be indicated in the report form as well as the comments of the company to further explain the report’s data.
Supplier Self-Evaluation Survey Form – This is another type of supplier evaluation form which is to be filled out by the representative of the supplier or the supplying company. In the form, the supplier will be able to rate himself or his company in relation to the business transacted with his client. The details of the supplying company, their business information, company references or customers whom they have had a transaction before, and the list of certificate forms that they currently have in the company will be stated in the self-evaluation survey form.
Creating a basic supplier evaluation form is easy as long as the document-preparer follows the steps below:
Step 1: Choose a format to use. Most companies use two formats for their documents however there are also other formats available around the internet which are widely sued for varieties of purposes. For instance, if the purpose of a company is to use a form that they can immediately send electronically to their suppliers, then a document in either a portable document file format or in word document format can serve as possible options. Other available formats include evaluation forms in xls or spreadsheet format and in an online format which is directly incorporated into the company’s website.
Step 2: Enlist particulars to be collected in a draft. By enlisting the details or the data which will be gathered and recorded in the supplier evaluation form, the document preparer will be able to determine what sections to incorporate and what layout will be followed.
Step 3: Begin with the dates and appointment information. This section should be able to state the date of when the evaluation will be conducted, the review date for the entries on the form, and the names of the evaluation or meeting attendees who will be representing the parties involved.
Step 4: Incorporate a rating system. When it comes to evaluation forms, most documents will use rating systems consisting of numbers and values in comparison to words and phrases to describe the subject being evaluated. For a basic supplier evaluation form, numerical ratings can be used and these should be accompanied with a description of what each number represents. Along with the rating system should be a set of instructions to guide the evaluator throughout the process of completing the form.
Step 5: Create a supplier information section. A supplier information section will be for gathering the company details of the supplier such as their contact information and address. This is also where the client company will be able to state the ratings that they will be giving with regards to the products, quality of performances, and the relativity of the product’s prices that the supplier mandates during the transaction.
Step 6: Add a totaling area. This should be where the evaluator or the client company will be able to state the total rating given to the supplier. Below the rating could be a signature block where the evaluator will be able to affix his name, signature, and date of when he conducted the evaluation and completed the form.
To have a successful evaluation process, the supplier and the client must communicate and negotiate the details of the evaluation such as the date of when it must be executed and the aspects to be included in the evaluation. This ensures that both parties are able to provide their individual thoughts and suggestions for the procedure.