Supplier Management · Supplier sourcing
Supplier qualification checklist
Qualification is the work you do once so you do not repeat it on every RFQ. The checklist below is the minimum for a supplier of regulated goods; record the evidence, not just a tick.
Published 2026-09-13. Written and reviewed by the Complyra team under our editorial policy.
Identity and legal status
- Legal name, registered address and business registration number.
- Business type (manufacturer, trader, distributor) and years operating.
- Named contact with a company email domain.
Capabilities
- Product categories and materials actually produced or supplied.
- Regions served and export experience to your market.
- Capacity and typical minimum order quantities.
Certifications and compliance evidence
- Management-system certificates relevant to the category (for example quality or environmental standards), with certificate number, issuing organisation and expiry.
- Product compliance documents for your market: declarations of conformity, test reports, product certificates.
- A statement of which regulations the supplier can evidence for the products you intend to buy.
Commercial and operational
- Payment terms and currency.
- Delivery terms (Incoterms) normally offered.
- Lead times for standard and custom orders.
- Quality control process and how non-conformances are handled.
Review and decision
- Who reviewed the application, when, and the outcome with a reason.
- Expiry dates recorded so renewals are chased before they lapse.
- Approved-supplier status visible to everyone who can raise an RFQ.
The same checklist on Complyra
Complyra's supplier portal captures identity, categories, regions and business details; suppliers upload certificates with numbers, issuing organisation and dates; an administrator reviews and approves or rejects with a reason; expiry is tracked afterwards. Only approved suppliers can be matched or invited to RFQs.
Next step
Complyra checks product and supplier information against regulatory requirements to support procurement decisions. It does not issue certifications or guarantee legal compliance; final responsibility for compliance remains with the buyer and supplier.
Related
Related guides
- How to find compliant suppliers — Supplier Sourcing
- Supplier risk management for regulated products — Supplier Risk
- Supplier compliance checklist for regulated products — Supplier Compliance