Vendor Registration Form Template

Is your organization working with multiple vendors? Our Vendor Registration Form Template makes it easy to efficiently manage vendor applications and information, allowing you to focus on planning your event.

You can use this form template to capture information from vendors attending your event, vendors that will have a booth at your event, or even subcontractors providing services at the event.

What can be accomplished with a vendor registration form template?

A vendor registration form template is used by event planners, businesses, and nonprofits to collect information from vendors participating in an event. By using a standardized template, you can streamline vendor onboarding, ensure consistent and accurate data collection, maintain compliance, and keep organized records.

Here’s a closer look at what you can achieve with a vendor registration form template:

Standardize vendor onboarding. Using a vendor registration form template helps standardize the onboarding process. With accurate contact and logistical information, you can communicate efficiently and set expectations early.
Collect consistent and accurate information. A vendor registration form template ensures you collect consistent information from all vendors, making it easier to manage and compare submissions.
Ensure compliance. A vendor registration form can be tailored to include required documentation, certifications, and agreements that vendors must acknowledge or submit. This helps ensure compliance with your organization’s policies, insurance requirements, legal regulations, and safety standards, reducing risk and liability.
Maintain organized vendor records. Stay organized by using a vendor registration form to centralize all collected information in one place. This simplifies recordkeeping and makes it easy to access vendor details whenever you need them.

Vendor registration form templates are designed to simplify the process of collecting vendor information. They provide a ready-made, customizable form, so you don’t have to start from scratch.

What should a vendor registration form include?

A vendor registration form should include several key sections to ensure you gather all the necessary information. Essential data fields typically include:

Primary contact information

It’s also important to collect the primary point of contact’s information so you can get in touch with them when necessary. This includes the primary contact’s name, phone number, email, role, and department.

Business details & classification

Collecting business details and classification is important for verifying the legitimacy of the vendor and understanding their operational capacity. This information includes the type of business or industry, years in operation, and business structure.

Tax and compliance information

Collect tax and compliance information, including the vendor’s Tax Identification Number (TIN) or VAT ID, a W-9 or equivalent form, and any required certifications or licenses. This helps ensure regulatory compliance and smooth processing of vendor payments.

Banking & payment information

Ask for the vendor’s bank name and account details, if applicable, along with their preferred payment method and agreed-upon payment terms. This information helps ensure accurate, timely payments and avoids confusion during the payment process.

Terms and conditions acknowledgment

The vendor registration form should also include an acknowledgment of the terms and conditions of the partnership. This ensures that vendors are aware of and agree to your organization’s policies regarding payment terms, cancellation policies, liability, code of conduct, and other relevant expectations.

Digital signature or consent checkbox

Including a digital signature or consent checkbox allows vendors to confirm the accuracy of their information and agree to your terms and conditions. This provides a legally binding acknowledgment and streamlines the process by eliminating the need for physical paperwork.

Sample vendor registration form fields

To help you build an effective vendor registration form, it’s important to know which fields to include. Below are sample form fields that cover the essential information you should collect from vendors.

Company name: [Text field]
Primary contact email: [Email field]
Type of goods or services offered: [Dropdown]
Upload business license or certification: [File upload]
Tax ID number: [Text field]
I agree to the terms and conditions. [Checkbox]

Who should use a vendor registration form template?

A vendor registration form template is beneficial for procurement teams, operations managers, small business owners, and finance departments that need a standardized method to efficiently evaluate, approve, and onboard vendors.

Procurement teams and operations managers can utilize a vendor registration form template to expedite the process of collecting vendor information. Instead of starting from scratch, you can use our Vendor Registration Form Template to get started.

How to use our Vendor Registration Form Template

Curious about how to get the most out of our Vendor Registration Form Template? Here are a few tips to help you use the template effectively and streamline the vendor onboarding process.

Customize fields based on your industry or legal requirements

SurveyMonkey makes it easy to customize fields to align with your industry or legal requirements. Add or remove form fields to tailor the vendor registration form to your organization’s needs.

Distribute the form via email, your website, or procurement portals

The vendor registration form can be easily shared through email, embedded on your website, or distributed via a procurement portal. Choose the method that best fits your business needs and ensures a smooth registration process for vendors.

Use it during RFP processes or vendor onboarding

This form is intended for use during the early stages of vendor engagement, such as during the request for proposal (RFP) process or as part of your official onboarding workflow. It helps you gather essential information from potential vendors you may partner with in the future.

Store completed forms securely for audit and compliance purposes

Be sure to securely save and store all completed vendor registration forms to meet compliance and auditing requirements. It’s best to retain the information of all vendors for four to seven years in accordance with your industry standards.

Why use a vendor registration form template?

Vendor registration forms benefit both the organization and the vendors. Digital forms streamline the process, allowing vendors to submit information quickly and easily—without the need for physical paperwork—while helping organizations stay organized and compliant.

For organizations

Organizations should use the Vendor Registration Form Template to:

Ensure vendor data is complete and consistent. Standardizing your data collection process helps ensure that all vendor information is accurate, complete, and consistent across the board. A structured form makes it easy to gather all the necessary details upfront.
Speed up onboarding and approval workflows. Digital vendor registration forms expedite the vendor onboarding process and the approval of suppliers.
Reduce risk with built-in compliance checks. Built-in compliance checks ensure that you don’t get fined for non-compliance. Reduce your risk by using a vendor registration form template.

For vendors

Vendors should use the Vendor Registration Form Template to:

Make it easy to submit required details. Vendor registration forms simplify submitting vendor details to organizations. They make it easy for vendors to fill out the form from anywhere, even on the go.
Get set up quickly for future business. Vendors can be onboarded and approved more quickly by submitting their information through an online vendor registration form. This streamlines the path to receiving purchase orders, payments, and ongoing business opportunities.
Build trust through a professional registration experience. A well-organized vendor registration process signals to vendors that your organization values professionalism and takes vendor relationships seriously. It sets a positive tone from the start, laying the foundation for a strong, collaborative partnership.

Best practices for collecting and managing vendor information

Not sure how to collect and manage vendor information? Here are five tips to ensure a smooth process.

1. Keep forms concise—only collect what you need

Keep forms concise and focused by collecting only the information relevant to your organization. Avoid unnecessary fields, and show vendors you value their time by requesting only the details essential to the business relationship.

2. Use secure platforms for data collection

Always use secure, trusted platforms, like SurveyMonkey, for collecting vendor data. Since vendor forms may include sensitive information, such as Tax Identification Numbers, it's essential to protect that data with a form builder that offers robust security features.

3. Review forms regularly for accuracy and compliance

Regularly reviewing vendor registration forms is essential to keep records accurate and ensure ongoing compliance with current policies, regulations, and business requirements. This includes verifying contact details, checking for expired documents (such as insurance or certifications), and confirming that vendors continue to meet your eligibility criteria.

4. Follow up with vendors to resolve missing or outdated info

If you find missing or outdated information in your records, promptly reach out to vendors to update their details. Vendors can quickly provide their most current information using the vendor registration form, ensuring your records stay accurate and up to date.

5. Maintain a centralized vendor database

Your organization should maintain a centralized vendor database that stores all relevant information for easy access and retrieval. This ensures that your organization can find key information for any vendor you’ve worked with. A centralized vendor database is used to keep data organized and accessible for your organization.

Get started with our Vendor Registration Form Template

As you can see, vendor registration forms are essential for organizations that work with suppliers. They ensure that you have all the necessary information to onboard new vendors and establish the foundation of a business relationship.

SurveyMonkey makes it super simple to collect critical supplier information with our Vendor Registration Form Template. Customize the free form to streamline vendor onboarding and build efficient supplier relationships.