Free supplier registration form template (vendor information form)
Before the first order, most importers ask a new supplier to fill in a registration or vendor information form. It records who the supplier is, whether it makes the goods or trades them, where they are made, which certificates it holds, who to contact and where to pay. This sheet collects those details on one page, with a checklist of documents to attach and the checks the buyer still has to make itself.
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What the template covers
- Legal name, trading name, registered address, registration and tax numbers, year founded and website
- Business type (manufacturer, trading company, agent) and factory address if different
- Main products, production capacity, number of employees and main export markets
- Certificates held, with number, issuer and expiry date
- Contacts for sales, quality, shipping and accounts
- Bank details (beneficiary name, bank, SWIFT/BIC, IBAN or account number), to be confirmed by phone
- Documents attached (business licence, certificates, bank letter)
- Declaration with name, position, signature and date, and the buyer's checks
Guides on this topic
Why register suppliers
A registration form gives you the supplier's legal identity, the place where the goods are actually made and the people responsible for quality, shipping and payment before money changes hands. It shows early whether you are dealing with a factory or a trading company, and it gives your accounts team one approved set of bank details to pay.
Check what the form says
A form is only the supplier's own statement. Check the business licence or company registration in the official register of the supplier's country where one is available, ask for copies of certificates and check them with the issuer, confirm the factory address through a visit, an audit or an inspection company, and check that the bank account is in the supplier's legal name. Screen the company and its owners against the sanctions lists that apply to you, and ask about the origin of materials where import bans on forced labour apply.
Bank details and personal data
Confirm the bank details by calling a phone number you already know, not one in the same email, and accept later changes only after the same check, because fake change-of-bank-details emails are a common fraud. Collect only the personal data you need for the business relationship, such as work contact details, keep it secure and follow the data protection rules that apply to you. Update the form when the supplier's details change and review it from time to time.
Common questions
What is a supplier registration form?
A form a new supplier fills in for the buyer, with its legal and tax details, products, factory, certificates, contacts and bank details, usually before the first order or payment.
Is a supplier registration form enough as due diligence?
No. It is the supplier's own statement. The buyer should still check the registration, certificates, factory and bank account, and screen the company against the sanctions lists that apply.
How do I tell a factory from a trading company?
Compare the registered business scope and address with the factory address, ask for photos or a video call from the production floor, and confirm it with a visit, an audit or an inspection.
Should I ask for bank details on the form?
Yes, so that accounts have one approved set of details, but confirm them by phone on a number you already know and treat any later change by email with suspicion.
Which documents should a supplier attach?
Usually the business licence or registration certificate, copies of quality or product certificates, and a bank letter or document confirming the account holder's name.
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