Partner With Us: F&B Vendor Information Form

General Business Information

Legal Business Name:

Trade Name (DBA):

Business Registration Number:

Tax Identification Number:

Headquarters Address

Street Address:

City:

State/Province:

Postal/Zip Code:

Country:

Website:

Primary Contact Details

Role

Name

Phone

Email

Sales Representative
 
 
 
Account Manager
 
 
 
Emergency/After-Hours Contact
 
 
 

Product & Service Category

Please check all that apply:

Quality Assurance & Food Safety

As an F&B vendor, compliance with food safety standards is mandatory. Please provide details or attach copies of the following:


Food Safety Certifications: (e.g., HACCP, ISO 22000, SQF, BRCGS, or equivalent).

File Name

Upload File

1
 
 
2
 
 
3
 
 
4
 
 
5
 
 

Facility Audit: Date of last third-party inspection/audit.

Traceability Program: Do you have a formal product recall and traceability procedure in place?

Specialty Certifications: (e.g., Organic, Halal, Kosher, Fair Trade, Non-GMO).

Logistics & Ordering

Standard Lead Time:

Order Cut-off Time:

Minimum Order Quantity (MOQ):

Delivery Days:

Delivery Method:

Financial & Payment Terms

Preferred Payment Method:

Requested Credit Terms:

Early Payment Discount:

Billing Address

Street Address:

City:

State/Province:

Postal/Zip Code:

Country:

Accounts Receivable Contact

Name:

Email

Insurance Requirements

The vendor must maintain active insurance policies. Please attach a Certificate of Insurance (COI) naming our company as an additional insured party.


General Liability: Minimum coverage amount.

Choose a file or drop it here
 

Product Liability: Minimum coverage amount.

Choose a file or drop it here
 

Workers' Compensation: As required by law.

Choose a file or drop it here
 

Declaration & Authorization

I hereby certify that the information provided above is true and accurate to the best of my knowledge.

I authorize [Your Company Name] to conduct credit checks and verify the certifications listed.

Authorized Signature:

Form Template Insights

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Detailed Insights on the F&B Vendor Information Form Template

1. Administrative & Identity Verification

This section confirms that a vendor is an established, registered business entity.

  • Insight: Collecting official tax and registration numbers ensures that the business you are paying is the same one delivering your goods. It provides a clear paper trail for accounting and prevents administrative errors during the end-of-year tax season.

2. Food Safety & Compliance Standards

In the food industry, quality starts at the source. This section tracks certifications like HACCP or ISO.

  • Insight: By documenting these certifications, you ensure that your suppliers adhere to strict sanitation and temperature-controlled storage practices. This acts as a protective layer for your brand’s reputation and ensures that every ingredient entering your kitchen meets high-level safety benchmarks.

3. Operational & Logistics Planning

This part of the form deals with the "how" and "when" of the supply chain.

  • Insight: Knowing specific cut-off times and delivery schedules is essential for inventory management. It allows your kitchen team to plan menus and prep work around arrival times, preventing the dreaded "86ed" (out of stock) items during a busy service shift.

4. Financial Terms & Credit Alignment

This section defines the monetary relationship, including payment methods and timeframes.

  • Insight: Standardizing credit terms (such as Net 15 or Net 30) helps you maintain a healthy cash balance. It allows you to transform raw ingredients into sales revenue before the vendor's invoice is due, supporting a more sustainable business model.

5. Product Traceability & Safety Recalls

This ensures a direct line of communication in the event of a product issue.

  • Insight: Quick access to a vendor’s recall procedures is vital. If a specific batch of product needs to be identified and removed, having a pre-established contact and protocol saves hours of time, ensuring that only the safest products reach your customers' plates.


Strategic Utility of the Form

Section

Strategic Goal

Operational Benefit

Contact Details
Established Communication
No delays in reaching a decision-maker.
Safety Certs
Quality Assurance
Verified adherence to industry standards.
Order Lead Times
Inventory Control
Reduced waste and optimized storage space.
Payment Terms
Financial Stability
Clear expectations for the accounting team.

Mandatory Questions Recommendation

Please remove this mandatory questions recommendation before publishing.

Mandatory Questions & Core Rationale:

1. Food Safety Certifications (HACCP, ISO, or Equivalent)

  • The Reason: This is the most critical question. It confirms that the vendor follows a systematic approach to identifying and managing food safety hazards. It ensures that the "Cold Chain" remains intact and that ingredients are handled in a sanitary environment.
  • Operational Impact: If a vendor cannot provide these, you have no objective evidence that the food they deliver is safe for consumption.

2. Proof of Product Insurance

  • The Reason: You must confirm that the vendor carries active insurance specifically for the products they supply. This ensures that if a product is found to be defective or causes harm, there is a financial safety net in place provided by the supplier's carrier.
  • Operational Impact: This protects your business from absorbing the total financial impact of an incident caused by a third-party ingredient.

3. Business Registration & Tax Identification Number

  • The Reason: This verifies that the vendor is a recognized and registered business entity. It is essential for accurate accounting and ensures you are not sourcing from unregulated or "shadow" markets.
  • Operational Impact: Without this, your accounting department cannot properly report expenses, which could result in administrative penalties during a financial audit.

4. Traceability and Recall Procedures

  • The Reason: You must know exactly how a vendor handles a product recall. A mandatory question should ask: "What is your estimated timeframe for notifying customers of a batch-specific recall?" * Operational Impact: In a safety crisis, every minute counts. Having a pre-defined protocol allows you to pull high-risk items from your shelves immediately, protecting your customers and your brand reputation.


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