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Vendor Intake Form Template for England and Wales

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Key Requirements PROMPT example:

Vendor Intake Form

"Need a comprehensive Vendor Intake Form for our new technology supplier onboarding process, with enhanced sections on data security compliance and IT infrastructure requirements, to be implemented by March 2025."

What is a Vendor Intake Form?

The Vendor Intake Form serves as a critical tool in supplier relationship management and compliance processes. This document, governed by the laws of England and Wales, is designed to capture comprehensive information about potential vendors before establishing a business relationship. It includes essential details such as company information, financial data, compliance certifications, and contact details. The form helps organizations maintain compliance with various regulatory requirements, including UK GDPR, anti-money laundering regulations, and industry-specific standards. The Vendor Intake Form is particularly important for risk assessment, due diligence, and establishing a standardized vendor onboarding process.

What sections should be included in a Vendor Intake Form?

1. Basic Vendor Information: Section capturing core company details including legal name, trading name, registration numbers, VAT details, and registered/trading addresses

2. Contact Information: Details of key contacts including primary contact, account manager, emergency contact, and billing contact

3. Financial Information: Banking details, payment terms, tax status, and financial year end information

4. Compliance & Certifications: Standard compliance information including insurance details, industry certifications, quality standards, and health & safety compliance

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

1. Industry-Specific Requirements: Additional section for vendors in regulated industries, including specific licenses, certifications, and regulatory compliance details

2. International Trade Information: Section for international vendors covering import/export licenses, customs registration, and international tax identification

3. Sustainability Credentials: Optional section for organizations with ESG requirements, including environmental certifications, sustainability policies, and carbon reduction commitments

What schedules should be included in a Vendor Intake Form?

1. Required Documentation Pack: Core documents including certificate of incorporation, VAT registration certificate, insurance certificates, bank details confirmation, and data protection agreement

2. Optional Documentation Pack: Additional documents including quality certifications, industry-specific licenses, environmental certificates, modern slavery statement, and corporate social responsibility policy

Authors

Alex Denne

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

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Industries

UK GDPR and Data Protection Act 2018: Key data protection legislation governing how vendor's personal and business data must be collected, processed, and stored. Essential for vendor information handling procedures.

Value Added Tax Act 1994: Governs VAT registration requirements and tax obligations for vendors operating in the UK. Important for financial documentation requirements.

Money Laundering Regulations 2017: Establishes requirements for due diligence and verification of vendor identity, particularly important for financial transactions and compliance.

Companies Act 2006: Primary legislation governing company operations in the UK, relevant for verifying vendor company information and legal status.

Supply of Goods and Services Act 1982: Sets out basic legal requirements for business contracts and service provision, fundamental for vendor relationships.

Modern Slavery Act 2015: Requires businesses to ensure their supply chains are free from slavery and human trafficking. Necessary for vendor ethics verification.

Bribery Act 2010: Anti-corruption legislation requiring vendors to have adequate procedures to prevent bribery. Essential for compliance declarations.

IR35 Legislation: Tax legislation affecting contractors and freelancers, important for determining vendor employment status and tax implications.

Environmental Protection Act 1990: Environmental legislation that may require vendors to demonstrate compliance with environmental standards and waste management.

Financial Services and Markets Act 2000: Regulatory framework for financial services providers, relevant if vendor operates in financial sector or handles regulated activities.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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