Vendor Intake Form

Vendor Intake Form Template for United States

A Vendor Intake Form is a standardized document used in the United States for collecting essential information about potential vendors or suppliers. It captures critical business details, tax information, compliance certifications, and payment information necessary for vendor onboarding. The form ensures compliance with U.S. federal and state regulations, including tax laws, business registration requirements, and industry-specific compliance standards.

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What is a Vendor Intake Form?

The Vendor Intake Form serves as a crucial tool in vendor management and procurement processes within the United States. This document is typically used during the initial stages of vendor onboarding to gather comprehensive information about potential suppliers, including their legal status, tax information, compliance certifications, and payment details. The form helps organizations maintain compliance with federal and state regulations while establishing a standardized approach to vendor evaluation and risk assessment. Organizations use this form to create a verified vendor database and ensure proper due diligence in supplier selection.

What sections should be included in a Vendor Intake Form?

1. Vendor Information: Basic company details, contact information, tax identification

2. Business Classification: Company type, size, diversity status

3. Tax Information: Tax ID, withholding requirements, state tax registration

4. Payment Information: Banking details, payment terms, preferred payment method

5. Compliance Certifications: Required licenses, permits, certifications

What sections are optional to include in a Vendor Intake Form?

1. Insurance Information: Insurance coverage details, when required by contract value or service type

2. Security Questionnaire: For vendors with data access or system integration requirements

3. Export Control: For international vendors or those dealing with controlled items

4. Sustainability: Environmental compliance and sustainability practices, if relevant to procurement policies

What schedules should be included in a Vendor Intake Form?

1. W-9/W-8 Forms: Tax documentation forms

2. Insurance Certificates: Proof of required insurance coverage

3. Licensing Documentation: Copies of relevant business licenses and permits

4. Bank Verification Letter: Confirmation of banking details for payment setup

5. Diversity Certifications: Documentation of diversity status claims

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

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Electronic Intake Forms

Legal framework for electronic intake forms compliant with US federal and state regulations, governing digital information collection and processing.

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Generate a Bespoke Document

Download a Standard Vendor Intake Form

Review your own Vendor Intake Form

What is a Vendor Intake Form?

What sections should be included in a Vendor Intake Form?

What sections are optional to include in a Vendor Intake Form?

What schedules should be included in a Vendor Intake Form?

Authors

Alex Denne

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