Questionnaire Reference: _____________________________________________
Issued By: _____________________________________________
Supplier Name: _____________________________________________
Date Issued: _____________________________________________
Date Completed: _____________________________________________
Assessment Category: New Supplier / Annual Review / Post-Incident (circle one)
This questionnaire is to be completed by the supplier and returned with all requested supporting documentation. It forms the basis of the issuing party's supplier qualification and ongoing monitoring process. Responses will be treated as confidential.
SECTION 1 — COMPANY OVERVIEW
Supporting Documents:
Certificate of incorporation
Most recent audited financial statements or management accounts
Company profile or brochure (optional)
SECTION 2 — PRODUCTS AND PRODUCTION CAPABILITY
SECTION 3 — QUALITY MANAGEMENT
Supporting Documents:
Current quality certificates (ISO, GMP, IATF, BSCI, SMETA, or equivalent)
Most recent internal or third-party audit report (summary acceptable)
Sample quality control test report for a principal product
SECTION 4 — REGULATORY COMPLIANCE AND CERTIFICATIONS
Supporting Documents:
Copies of all relevant export licences, registrations, and regulatory approvals
REACH compliance statement (if applicable)
CE declaration of conformity (if applicable)
WHO-GMP certificate (if applicable)
SECTION 5 — ETHICAL SOURCING AND LABOUR STANDARDS
Supporting Documents:
Copy of supplier's code of conduct or ethical trading policy
Most recent SMETA, BSCI, SA8000, or equivalent audit report (if available)
ISO 14001 certificate or environmental policy (if applicable)
SECTION 6 — FINANCIAL STANDING
Supporting Documents:
Most recent audited financial statements (last 2 years preferred)
Bank reference letter or bank comfort letter
SECTION 7 — REFERENCES
Please provide contact details for two existing commercial partners (buyers or distributors) who may be contacted as references:
SECTION 8 — DECLARATION
I / We, the undersigned, confirm that all information provided in this questionnaire is true, accurate, and complete to the best of our knowledge and belief, and that we will promptly notify the issuing party of any material change to the information provided.
Authorised Signatory: _____________________________________________
Full Name: _____________________________________________
Title: _____________________________________________
Date: _____________________________________________
Doc 23 — Supplier Assessment Questionnaire — Neutral Template
| Factory / Production Address
(if different): | |
|---|
| Country of Incorporation: | |
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| Company Registration Number: | |
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| Number of Employees
(total / production): | |
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| Annual Turnover
(most recent year): | |
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| Primary Contact Name
and Title: | |
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| Primary Contact Email
and Telephone: | |
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| Export Markets Currently
Served: | |
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| Products Manufactured
or Supplied: | |
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| Annual Production Capacity
(by product type): | |
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| Current Utilisation of
Production Capacity: | _____% utilised |
|---|
| Lead Time from Order to
Shipment: | |
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| Minimum Order Quantity
(by product type): | |
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| Raw Material Sources
(countries of origin): | |
|---|
| Key Sub-Suppliers or
Component Suppliers: | |
|---|
| Can samples be provided
prior to first order? | Yes / No Lead time for samples: _____________________________________________ |
|---|
| Question / Requirement | Response | Evidence / Notes |
|---|
| Does the supplier hold ISO 9001 certification or equivalent quality management system certification? | Yes / No | Comments / Reference |
|---|
| Is the supplier certified to any sector-specific quality standard? (e.g. ISO 22000 / HACCP for food; GMP/WHO-GMP for pharma; IATF 16949 for automotive; BSCI / SMETA for ethical trade) | Yes / No | Comments / Reference |
|---|
| Does the supplier conduct internal quality audits at least annually? | Yes / No | Comments / Reference |
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| Does the supplier have a documented corrective and preventive action (CAPA) process for quality non-conformities? | Yes / No | Comments / Reference |
|---|
| Does the supplier maintain batch records and traceability documentation for all products? | Yes / No | Comments / Reference |
|---|
| Does the supplier conduct pre-shipment quality checks on all outgoing consignments? | Yes / No | Comments / Reference |
|---|
| Has the supplier passed a third-party quality or ethical audit in the last 24 months? | Yes / No | Comments / Reference |
|---|
| Certifications Held
(list all with expiry dates): | |
|---|
| Question / Requirement | Response | Evidence / Notes |
|---|
| Does the supplier hold all required export licences and registrations in its country? (e.g. IEC, RCMC, APEDA, FSSAI, drug licence, or equivalent) | Yes / No | Comments / Reference |
|---|
| Are the supplier's products compliant with applicable EU regulations? (e.g. CE marking, REACH, RoHS, EUDR, MRL requirements, GPSR) | Yes / No | Comments / Reference |
|---|
| Does the supplier hold WHO-GMP or equivalent certification (for pharmaceutical or health products)? | Yes / No | Comments / Reference |
|---|
| Can the supplier provide a Certificate of Origin and/or REX self-certification for EU preferential tariff purposes? | Yes / No | Comments / Reference |
|---|
| Can the supplier provide phytosanitary or health certificates where required by the destination country? | Yes / No | Comments / Reference |
|---|
| Are the supplier's goods free from any export embargo, SCOMET restriction, or dual-use control? | Yes / No | Comments / Reference |
|---|
| Has the supplier had any product recall, regulatory enforcement action, or import rejection in the last 5 years? | Yes / No | Comments / Reference |
|---|
| Regulatory Licences Held
(list all with issuing authority
and expiry dates): | |
|---|
| Question / Requirement | Response | Evidence / Notes |
|---|
| Does the supplier have a written code of conduct covering labour rights, health and safety, and environmental responsibility? | Yes / No | Comments / Reference |
|---|
| Does the supplier prohibit the use of forced labour, bonded labour, and child labour in its operations and supply chain? | Yes / No | Comments / Reference |
|---|
| Does the supplier comply with applicable minimum wage, working hours, and overtime regulations? | Yes / No | Comments / Reference |
|---|
| Does the supplier permit freedom of association and collective bargaining for workers? | Yes / No | Comments / Reference |
|---|
| Has the supplier undergone a SMETA, BSCI, SA8000, or equivalent ethical trade audit in the last 24 months? | Yes / No | Comments / Reference |
|---|
| Does the supplier have an environmental management system (e.g. ISO 14001) or documented environmental policy? | Yes / No | Comments / Reference |
|---|
| Does the supplier have a process for monitoring and managing its sub-suppliers' ethical and labour standards? | Yes / No | Comments / Reference |
|---|
| Question / Requirement | Response | Evidence / Notes |
|---|
| Has the supplier filed its statutory accounts / tax returns for the most recent financial year? | Yes / No | Comments / Reference |
|---|
| Is the supplier currently solvent and meeting its financial obligations as they fall due? | Yes / No | Comments / Reference |
|---|
| Is the supplier subject to any insolvency, administration, or winding-up proceedings? | Yes / No | Comments / Reference |
|---|
| Does the supplier have access to adequate working capital to fulfil the anticipated order volumes? | Yes / No | Comments / Reference |
|---|
| Does the supplier hold trade credit insurance or equivalent financial protection? | Yes / No | Comments / Reference |
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| Reference 1 — Company Name: | |
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| Reference 1 — Contact Name: | |
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| Reference 1 — Email / Phone: | |
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| Reference 1 — Nature of
Relationship: | |
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| Reference 2 — Company Name: | |
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| Reference 2 — Contact Name: | |
|---|
| Reference 2 — Email / Phone: | |
|---|
| Reference 2 — Nature of
Relationship: | |
|---|