Fill online: Vendor onboarding questionnaire and compliance declaration

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Your details

Name of the buyer

Fills 2 places in the document.

Vendor code

Describe the goods or services to be supplied

Estimated annual value in Rs

Date for return

Name of the vendor (1)

Company / LLP / Partnership firm / Proprietorship / Other

CIN or LLPIN

Date of incorporation

Active / Strike off / Under liquidation / Dormant / Not applicable

Address of the registered office and supplying location

PAN of the vendor

Operative / Inoperative

Turnover, latest year

Turnover, previous year

Holding company or group

Name and designation of the authorised signatory (1)

GSTINs and States

Regular / Composition / SEZ unit

Active / Suspended / Cancelled

Yes / No (1)

Late or missed returns

Yes / No (2)

Pending GST demands

Yes / No (3)

Resident / Non-resident

Lower deduction certificate particulars

Udyam Registration Number

Date of Udyam registration

Micro / Small / Medium / Not registered

Manufacturing / Services / Trading

Credit period in days, not exceeding 45

Account holder name

Bank, branch and account type

Bank account number

IFSC

Beneficial owner 1

Nationality of beneficial owner 1

Holding of beneficial owner 1

Yes / No (4)

Beneficial owner 2

Nationality of beneficial owner 2

Holding of beneficial owner 2

Yes / No (5)

Yes / No (6)

Yes / No (7)

Name, relationship and position

Yes / No (8)

Yes / No / Not known

Gift and hospitality limit in Rs

Yes / No (9)

Yes / No (10)

Intermediary and commission terms

Workers to be deployed

Maximum contract workers in the last twelve months

EPFO and ESIC codes

Contract labour licence and validity

Yes / No (11)

Yes / No (12)

Yes / No / Fewer than ten employees

Has / does not have

Other sanctions lists applied by the Buyer

SCOMET items, if any

Exceptions to the anti-bribery and sanctions declaration

Describe the personal data to be processed

Countries and sub-processors

Yes / No (13)

Yes / Partly / No (1)

Breach notification period in hours

Yes / No (14)

Yes / No (15)

Certifications, scope and validity

Yes / Partly / No (2)

Date of the last penetration test

Yes / No (16)

Yes / Partly / No (3)

Yes / No (17)

Details of incidents

Policy, liability

Sum insured, liability

Expiry date, liability

Policy, indemnity

Sum insured, indemnity

Expiry date, indemnity

Policy, employees' compensation

Sum insured, employees' compensation

Expiry date, employees' compensation

Yes / No (18)

Yes / No (19)

Yes / No (20)

Litigation reporting threshold in Rs

Yes / No (21)

Yes / No (22)

Particulars of litigation and regulatory matters

Consents, EPR registration and validity

Confirmed / Not confirmed

Fatalities and lost-time injuries

Energy and emissions data

Name and designation of the authorised signatory (2)

Name of the vendor (2)

Place of signing

DD.MM.YYYY

Registered telephone number

Registered e-mail address

Satisfactory / Exception (1)

Satisfactory / Exception (2)

Satisfactory / Exception (3)

Low / Medium / High

Name of the verifying officer

Date of verification

Name, procurement

Name, finance

Name, compliance

[Name of the buyer] · Procurement and vendor management

VENDOR ONBOARDING QUESTIONNAIRE AND COMPLIANCE DECLARATION

Return signed, with the Part 15 documents, before any vendor code, order or payment is released

Vendor code: [Vendor code] · Goods or services: [Describe the goods or services to be supplied] · Estimated annual value: Rs [Estimated annual value in Rs] · Return by: [Date for return]

Instructions. Answer every question; where one does not apply, write "Not applicable". Parts 8, 10 and 11 apply only to the vendors named in their headings. The answers will be relied on by [Name of the buyer] (the "Buyer") and form part of every purchase order and agreement with the vendor.

This is the master onboarding form. For a low-value or one-off supplier the one-page "Vendor onboarding form and MSME declaration" in the catalogue is enough. Add the "Due-diligence questionnaire before engaging a contractor" for manpower vendors, the "Vendor data protection due diligence questionnaire" for significant data processors, and the "Vendor master, declaration of particulars for deduction of tax at source" for TDS. Score the answers in the "Vendor due diligence review and risk rating workbook".

Part 1. Legal entity

#	Particulars	Vendor's response
1.1	Legal name, exactly as in the PAN	[Name of the vendor]
1.2	Constitution	[Company / LLP / Partnership firm / Proprietorship / Other]
1.3	CIN or LLPIN, and date of incorporation	[CIN or LLPIN] · [Date of incorporation]
1.4	Status on the MCA portal	[Active / Strike off / Under liquidation / Dormant / Not applicable]
1.5	Registered office, and the address from which supplies will be made	[Address of the registered office and supplying location]
1.6	PAN, and whether it is operative	[PAN of the vendor] · [Operative / Inoperative]
1.7	Turnover for the last two financial years; holding company or group	Rs [Turnover, latest year] / Rs [Turnover, previous year] · [Holding company or group]
1.8	Authorised signatory for this questionnaire and for contracts	[Name and designation of the authorised signatory]

Part 2. GST

The rest of this format (53 more paragraphs and tables) opens here after payment, to fill in the same way.

₹199 + GST, for the finished document, Word and PDF

The short sample is the opening of the document with your details, marked SAMPLE.

A drafted format for your use. It is not legal advice; for a complex matter, consult a professional. About this format