Supplier evaluation form

Rate how a supplier has performed on 7 weighted criteria and get a score out of 100 you can compare across suppliers and over time. Use it here, or download the form.

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Criterion	What to check	Weight %	Rating
Quality1 = Frequent defects or repeat problems · 5 = Consistently right first time	Deliveries meet the agreed specification Defects, returns and rework are low and falling Quality problems are investigated and fixed for good
Delivery1 = Often late or incomplete · 5 = Reliably on time and in full	Orders arrive complete and on the agreed date Lead times are met Problems are flagged before they cause a delay
Cost1 = Billing errors or unexplained increases · 5 = Accurate billing and active cost savings	Prices match the contract and quotes Invoices are accurate The supplier helps reduce total cost
Service and communication1 = Slow or hard to reach · 5 = Fast, proactive and easy to work with	Responds promptly to questions and issues Has a clear named contact Keeps us informed of changes
Risk and compliance1 = Missing documents or known gaps · 5 = Fully documented, no open gaps	Certificates, insurance and required documents are current Meets our security, data and ethics requirements Has a credible plan if something goes wrong
Sustainability and responsible sourcing1 = Unwilling or unable to share · 5 = Transparent and improving	Meets our supplier code of conduct Shares environmental and labour information when asked
Flexibility and improvement1 = Rigid or reactive · 5 = Flexible and brings ideas	Adapts to changes in volume or requirements Suggests improvements Works to resolve disagreements fairly

Rate at least one criterion to see the score.

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How the score works

Each rating from 1 to 5 is turned into 0 to 100% of that criterion's weight: score = the sum of weight × (rating − 1) ÷ 4. A supplier rated 5 on everything scores 100; rated 3 on everything, 50. If you leave a criterion unrated, the others are rescaled so the score stays out of 100.

Suggested bands

Preferred (80+): Keep and consider for more business.
Approved (60+): Keep; agree one or two improvements.
Improvement plan (40+): Agree a written plan with dates and review it.
Review the relationship (0–39): Escalate; decide whether to find an alternative.

Questions

How often should suppliers be evaluated?

Critical suppliers are commonly reviewed every quarter or six months, others once a year. The review date belongs in your supplier record so it isn't forgotten.

Who should fill it in?

The people who work with the supplier: whoever receives the goods or services, plus procurement. Evidence (delivery records, defect logs, invoices) beats memory.

Should every supplier get the same weights?

No. Raise quality for components, delivery for logistics, risk and compliance for IT vendors that hold your data. Change the weights above; they must add up to 100.

Is this the same as a supplier questionnaire?

No. A questionnaire asks a supplier about itself before or during onboarding. An evaluation rates how an existing supplier has actually performed. Use both.

Onboarding a new supplier instead? Build a supplier risk questionnaire. Scoring a whole supplier list? Try the supplier risk register.

Track the answers, not just the questions

Once suppliers reply, Qeluntra keeps due-diligence evidence, remediation owners and deadlines in one place, linked to your contracts.

Track answers and evidence in Qeluntra, free How Qeluntra handles supplier risk

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This questionnaire is a starting point, not legal or compliance advice. Adapt it to your contracts, your sector and the laws that apply to you. Question bank last reviewed 2026-09-25.