For EU Buyers Onboarding Indian Suppliers
Buyer Organisation: _____________________________________________
Indian Supplier: _____________________________________________
Product / Category: _____________________________________________
HS Code: _____________________________________________
Annual Purchase Value (est.): _____________________________________________
Assessment Date: _____________________________________________
Assessed by: _____________________________________________
This checklist is for use by EU buyers who are qualifying a new Indian supplier for their supply chain. It covers the supplier's legal standing, export capabilities, quality and compliance certifications, financial health, logistics capability, and sustainability practices. Complete this assessment before placing any commercial purchase order with a new Indian supplier.
SECTION 1 — LEGAL AND REGULATORY STANDING
SECTION 2 — PRODUCT COMPLIANCE AND CERTIFICATIONS
SECTION 3 — QUALITY MANAGEMENT
SECTION 4 — FINANCIAL HEALTH AND STABILITY
SECTION 5 — LOGISTICS AND SUPPLY CHAIN CAPABILITY
SECTION 6 — SUSTAINABILITY AND ETHICAL SOURCING
SECTION 7 — COMMUNICATION AND COMMERCIAL CAPABILITY
QUALIFICATION OUTCOME
[ ] APPROVED — Supplier approved for purchase orders up to _____________ per annum.
[ ] CONDITIONALLY APPROVED — Approved subject to supplier completing the following actions by _____________: _____________________________________________
[ ] NOT APPROVED — Supplier does not meet minimum qualification criteria. Key reasons: _____________________________________________
Assessed by: _____________________________________________
Approved by: _____________________________________________
Date: _____________________________________________
Next review: _____________________________________________ (typically 12 months)
Doc 80 — Indian Supplier Qualification Checklist for EU Buyers — Neutral Template
| Item | Done | Notes |
|---|---|---|
| Supplier holds a valid IEC (Importer Exporter Code) — confirmed on DGFT IEC lookup at dgft.gov.in. | [ ] | |
| Supplier is GST-registered — GSTIN verified at gst.gov.in. | [ ] | |
| Supplier holds relevant RCMC from the appropriate Export Promotion Council for the product category. | [ ] | |
| Supplier is REX-registered (Registered Exporter for EU GSP / FTA preferences) — REX number validated on EU REX database. | [ ] | |
| Supplier has no adverse customs history — no pending prosecution, penalty, or IEC suspension. | [ ] | |
| Supplier company registration documents reviewed — Certificate of Incorporation, Memorandum and Articles of Association. | [ ] | |
| Beneficial ownership structure confirmed — UBO declaration received and reviewed. | [ ] | |
| Supplier screened against EU, UK, UN, and US OFAC sanctions lists — clear result documented. | [ ] | |
| Supplier has no known adverse media, regulatory investigation, or corruption allegation. | [ ] | |
| Bank references and trade references received and followed up. | [ ] |
| Item | Done | Notes |
|---|---|---|
| Product's EU CN code confirmed — applicable MFN duty rate, ADD, and GSP status verified on EU TARIC. | [ ] | |
| CE marking: Supplier holds valid CE marking documentation (DoC, Technical File) for products within CE scope — copies received and reviewed. | [ ] | |
| EU Responsible Person appointed (GPSR) — RP details confirmed for consumer goods. | [ ] | |
| REACH compliance declaration received — SVHC check completed, no restricted substances above limits. | [ ] | |
| RoHS compliance declaration received (for EEE) — all 10 restricted substances within MCV. | [ ] | |
| Food safety (for food products): FSSAI licence confirmed; MRL test report from accredited lab received; aflatoxin test (where applicable) clear. | [ ] | |
| Phytosanitary: Supplier understands Plant Quarantine process; PQIMS registration confirmed (for plant products). | [ ] | |
| Pharmaceutical: EU GMP certificate verified on Eudra GMDP database (ec.europa.eu). CEP/ASMF status confirmed. | [ ] | |
| Automotive: IATF 16949 certificate verified — issuing CB and expiry date confirmed. | [ ] | |
| EUDR / EUTR: For wood, leather, and forest product categories — timber legality documentation and supply chain traceability confirmed. | [ ] | |
| CITES: For products involving CITES-listed species — export permit process confirmed with supplier. | [ ] | |
| SCOMET: Supplier confirms product is not on SCOMET control list (written declaration received). | [ ] | |
| GI certification: For GI-protected products — GI certificate from issuing body obtained. | [ ] | |
| Organic: For organic products — EU-recognised Indian certifying body certificate received and validity confirmed. | [ ] |
| Item | Done | Notes |
|---|---|---|
| ISO 9001:2015 certificate received — verified as current, accredited CB, scope covers the product. | [ ] | |
| Quality management system (QMS) documented procedures reviewed — or factory audit conducted. | [ ] | |
| AQL defect rate: Supplier's historical AQL data for this product reviewed — defect rate within acceptable limits. | [ ] | |
| Production capacity confirmed: Can meet required MOQ and annual volume commitments. | [ ] | |
| Machine capability: For precision components — process capability data (Cpk/Ppk) reviewed. | [ ] | |
| Inspection records: In-process and final inspection records reviewed for last 3–6 batches. | [ ] | |
| Non-conformance management: NCR process and corrective action history reviewed. | [ ] | |
| Calibration records: Measuring and test equipment calibration records reviewed — all calibrations current. | [ ] | |
| Customer complaint history: Last 12 months' complaint records reviewed — resolution rate and timeliness assessed. | [ ] | |
| Third-party audit report (SGS, Bureau Veritas, Intertek, or equivalent): Received and reviewed for any critical findings. | [ ] |
| Item | Done | Notes |
|---|---|---|
| Audited financial statements for last 2–3 years reviewed — company is profitable or has sustainable balance sheet. | [ ] | |
| No insolvency proceedings pending — confirmed by supplier declaration. | [ ] | |
| Bank reference letter received — confirms satisfactory banking relationship. | [ ] | |
| Credit check completed — through D&B, Creditsafe, or equivalent commercial credit bureau. | [ ] | |
| Payment terms capability: Supplier can operate on agreed payment terms (open account / LC) without immediate working capital pressure. | [ ] | |
| ECGC insurance: Supplier holds ECGC cover (or buyer is satisfied with credit risk without insurance). | [ ] | |
| No pending significant litigation or tax demand that could affect continuity of supply. | [ ] | |
| Succession plan / business continuity: For key-person-dependent businesses — business continuity risk assessed. | [ ] |
| Item | Done | Notes |
|---|---|---|
| Port of export confirmed — AD Code registered at that port. | [ ] | |
| Freight forwarder relationship: Established freight forwarder used — EU port agent identified. | [ ] | |
| Container capacity: FCL/LCL capability confirmed. Reefer booking capability (if cold chain required). | [ ] | |
| Lead time: Confirmed production and shipping lead time realistic for the buyer's replenishment cycle. | [ ] | |
| Packaging: Export packaging meets ISPM-15, carton strength for sea freight, and EU labelling. | [ ] | |
| VGM capability: Weighing and VGM filing process confirmed with supplier. | [ ] | |
| IATF PPAP (automotive): Production Part Approval Process capability confirmed — PPAP documentation can be produced for each new part number. | [ ] | |
| Cold chain (if applicable): Pre-cooling, reefer booking, and data logger processes confirmed. | [ ] | |
| AEO status (India): If supplier holds AEO T2/T3 — certificate verified on CBIC database. MRA with EU AEO confirmed as benefit. | [ ] | |
| Insurance: Supplier's product liability insurance confirmed (if buyer requires supplier's own coverage). | [ ] |
| Item | Done | Notes |
|---|---|---|
| No use of child, forced, or trafficked labour — supplier declaration received. | [ ] | |
| SA8000 or SMETA (Sedex) audit report received and reviewed — or equivalent ethical sourcing audit completed. | [ ] | |
| Environmental management: ISO 14001 certification or equivalent environmental policy in place. | [ ] | |
| Occupational health and safety: ISO 45001 or equivalent OHS system in place — lost time injury data reviewed. | [ ] | |
| REACH SVHC: Supplier has a documented process for tracking SVHC in products and updating customers on Candidate List changes. | [ ] | |
| Carbon footprint: For CBAM-covered goods (steel, aluminium, cement, etc.) — supplier has initiated embedded emissions monitoring. Data available or timeline confirmed. | [ ] | |
| Supply chain transparency: Supplier can identify and disclose tier-2 and tier-3 suppliers for critical raw materials (required by CSDDD for large EU buyers from 2025–2027 phase-in). | [ ] | |
| Deforestation due diligence (EUDR): For wood, leather, and forest product categories — supplier has geo-referenced sourcing data available. | [ ] | |
| Water management: For water-intensive products (textiles, agro-processing) — water use and wastewater management practices confirmed. | [ ] | |
| Anti-bribery: Supplier has anti-bribery policy in place and signs buyer's supplier code of conduct. | [ ] |
| Item | Done | Notes |
|---|---|---|
| English communication: Key contact persons can communicate in clear written and spoken English. | [ ] | |
| Response time: Supplier committed to responding to buyer enquiries within 24 hours (adjusted for time zone). | [ ] | |
| Documentation capability: Supplier can produce all required export documents: invoice, packing list, CoO, test reports, phytosanitary, health certificate. | [ ] | |
| LC capability: Supplier understands LC requirements and has experience with LC document preparation — or has access to a trade finance adviser. | [ ] | |
| Sample production: Supplier can produce samples within 2–4 weeks for buyer qualification testing. | [ ] | |
| Engineering change management: For precision/technical products — supplier has a documented engineering change notice (ECN) process. | [ ] | |
| Key account management: Dedicated contact person assigned for this buyer — backup contact identified. | [ ] | |
| Complaint resolution: Supplier has a documented complaint resolution process — target response time confirmed. | [ ] | |
| Reporting: Supplier can provide regular order status updates, production progress reports, and shipping notifications. | [ ] | |
| Continuous improvement: Supplier demonstrates willingness to invest in quality, compliance, and capacity improvements based on buyer feedback. | [ ] |
| Section | Score | Critical Gaps / Actions Required |
|---|---|---|
| 1 — Legal / Regulatory | Pass / Conditional / Fail | |
| 2 — Product Compliance | Pass / Conditional / Fail | |
| 3 — Quality Management | Pass / Conditional / Fail | |
| 4 — Financial Health | Pass / Conditional / Fail | |
| 5 — Logistics | Pass / Conditional / Fail | |
| 6 — Sustainability | Pass / Conditional / Fail | |
| 7 — Communication | Pass / Conditional / Fail | |
| OVERALL QUALIFICATION OUTCOME |