Free resource
The vendor onboarding checklist
Everything to collect before a new vendor starts work, and what to record so the file is still useful in eighteen months.
4 min read · Written for operations, property and facilities managers
Before the first job
- Legal business name, trading name and any parent entity.
- Primary operational contact plus a billing contact.
- Trades or services the vendor is approved for.
- Properties, sites or regions the vendor will cover.
- Signed vendor agreement with the current version number recorded.
Documents to collect
- Certificate of insurance covering the policies you require.
- Workers' compensation evidence where your jurisdiction expects it.
- Trade or business licences relevant to the work.
- Tax form appropriate to your country.
- Any safety programme or training documentation you require.
Dates to record for every document
- Date received.
- Effective date, where the document states one.
- Expiry date — the single field most spreadsheets forget.
- Who reviewed it and on what date.
- Any waiver granted, with the reason written down.
Set the follow-up before you close the file
- Decide the reminder lead time per document type, not per vendor.
- Nominate who receives the reminder digest.
- Agree the maximum number of automated chases before a person calls.
- Record the vendor's preferred contact for document requests.
Requirements are yours to define. This checklist organises collection; it is not legal, insurance or risk advice.