Vendor Application Form
A supplier applies to become an approved vendor: company details, what it supplies, certificates, references, payment details, insurance and a short declaration on sanctions, ethics and labour, with a signature.
Free. Fill in, print, save as PDF or download as Word without an account. Saving to your account needs a free account.
Country versions
- International
- United States *
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
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What it is
A vendor application form is how a company that wants to sell to you gets onto your list of approved suppliers, and how you decide, before the first purchase order, whether it belongs there. It collects what a buyer's purchasing, finance and compliance teams each need: who the vendor is, what it supplies, which certificates it holds, who else it works for, where payments go, whether it is insured, and what it says about sanctions, bribery and labour.
This template works for both sides. A vendor fills in its own details from its saved company settings and ticks the declarations itself. A buyer can hand the same form to prospective vendors and use the last part for its review. Bank details are always typed for the document and never taken from saved details, and the form says plainly that they must not be sent as ordinary email. The declarations record what the vendor states about itself. They are not checks, and the buyer remains free to verify them.
When to use it
- You want to become an approved supplier of a company and have to apply on its form or on a neutral one.
- You are a buyer and want every prospective vendor to answer the same questions before you set it up.
- Finance needs the bank details and tax information before the first invoice can be paid.
- You need a record of the certificates, insurance and declarations a vendor gave when it was approved.
How to fill it in
- Enter the buyer you are applying to; your own company details are filled from your saved settings.
- Describe what you supply and where, tick the certificates you hold and mark the documents you attach.
- Give three customers as references, each with a contact who can confirm the work.
- Type the bank details for payment. Send the finished form through a secure channel.
- State the insurance, tick only the declarations that are true for your company, sign, and print or download Word.
Common mistakes
- Ticking declarations that are not true. A false declaration can end the relationship and may bring more consequences.
- Sending bank details as plain email, which is how payment fraud begins.
- Listing certificates without numbers or expiry dates, so the buyer cannot check them.
- Using a trade name where the register shows the legal name, which causes mismatches in the buyer's system.
- Forgetting to tell the buyer when the address, the bank or the insurer changes.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- United States (US): Written in English – check with local advice
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Boxed form
- Ledger
- Compact
- Banner
- Warm
- Plain (black and white)
- Modern
- Formal
- Side band
- Classic
- Minimal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Who fills in the form, the vendor or the buyer?
- The vendor fills in the main part and signs. The last part, for the buyer, is for whoever reviews the application.
- Are the sanctions and ethics lines a legal guarantee?
- No. They record what the vendor says about itself. The buyer decides whether to rely on them or to check further. This is a general template, not legal advice.
- Why are bank details not filled from my saved details?
- Because they are sensitive and rarely change, yet a mistake is costly. Typing them for each document keeps you from sending an old account by accident.
- What changes with the country?
- The identifiers asked for (a tax number, a corporate number or a commercial register entry), the supporting documents a buyer usually requests, how bank details are written and the local declarations.
- Can a buyer reuse the form for many vendors?
- Yes. Print blank copies or send the Word file; every vendor completes its own part.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 5 country versions: International, United States, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.