Supplier evaluation form

This supplier evaluation form helps your teams rate the suppliers they worked with over a given period. Quality, problems encountered and the decision to continue the relationship are recorded in a consistent way, making it easier to choose the right partners.

What is this supplier evaluation form for?

It provides a structured supplier performance evaluation at the end of each quarter or project. The evaluator names the supplier, the period evaluated and the type of purchase, from raw materials to IT services. A rating grid then covers several criteria. If problems occurred, a follow-up question asks for a description. The form closes with a clear recommendation: continue, continue with improvements, or stop, and the evaluator's name. Over time, you build a history that supports purchasing decisions and contract renewals.

Who is it for?

• Purchasing and procurement departments
• Quality managers following supplier performance
• Project managers working with subcontractors
• SMEs that want a simple vendor evaluation form without dedicated software

How to adapt it in Mailpro

Modify the questions and texts: change the rating criteria (price, delivery times, communication, compliance), adapt the purchase types or add a field for the contract number. Add your logo and colours. Conditional questions only display the problem description when the evaluator reports an issue. Share the form by link, QR code or in an internal Mailpro newsletter at each review period; the evaluations arrive in Mailpro.

Tips

• Use the same criteria for all suppliers so that scores can be compared.
• Have the people who actually work with the supplier fill in the form, not only purchasing.
• Ask for facts in the problem description: dates, order numbers, consequences.
• Share a summary with the supplier: a fair evaluation helps them improve.

Frequently asked questions

How often should suppliers be evaluated?

Quarterly or annually for regular suppliers, and at the end of each project for one-off purchases. This supplier evaluation template is designed for periodic reviews.

Which criteria should be included in a supplier evaluation?

Usually quality, delivery times, price, responsiveness and compliance with requirements. Adapt the grid to what matters most for each type of purchase.

Can several people evaluate the same supplier?

Yes. Each person submits their own form, and you compare or average the results in Mailpro.

Questions in this template

The supplier

1. Supplier name
2. Period evaluated
3. Type of purchase
   Raw materials · Equipment · Services · IT and software · Other

Evaluation

1. Rate the supplier on…
2. Have you had any problems with this supplier?
   No · Yes
3. Describe the problem

Overall opinion

1. Should we continue working with this supplier?
   Yes · Yes, with improvements · No
2. Evaluator