Entity details
Request the full contracting name, constitution, registration identifier, tax registration and registered address that will appear on the quotation and invoice.
Vendor due diligence
Request the evidence your organisation needs before approving a supplier.
This checklist separates public catalogue information from the corporate, technical, commercial and service documents that may be required for vendor registration, tender evaluation or purchase approval.
Corporate and contracting identity
Authorised contacts
Request the commercial contact, escalation channel and signing authority applicable to the transaction.
Bank and payment verification
Verify payment instructions through an independently confirmed channel before remittance. Do not rely only on an email requesting a change of bank details.
Product and supply responsibility
Exact model
The quotation should identify the model or controlled configuration reference, quantity and product revision where applicable.
Supply responsibility
Confirm whether the item is manufactured, assembled, integrated, private-labelled, distributed or otherwise sourced, and who owns warranty and service obligations.
Technical documents
Match the datasheet, manual, certificate, calibration or test report to the quoted model and check scope, issue date and revision.
Installation requirements
Confirm utilities, space, ventilation, drainage, environmental conditions, commissioning, training and acceptance responsibilities.
Commercial and after-sales checks
- Price, taxes, freight, insurance, delivery location and validity period.
- Lead time, dispatch basis, installation date dependencies and buyer responsibilities.
- Included and optional accessories, consumables, spares and exclusions.
- Warranty duration and start point stated for the quoted item.
- Service region, response arrangement, escalation route and chargeable exclusions.
- Returns, cancellation, inspection, acceptance and damage-reporting procedure.
- Governing law and jurisdiction stated in the accepted commercial document.
Evidence status rules
Do not infer
A logo, category page, preliminary brochure or generic statement is not proof of manufacturing origin, certification, calibration or regulatory suitability.
Match the scope
Check that every certificate or report covers the exact product, model, facility, process, standard and validity period relevant to the purchase.
Record deviations
Any difference between the URS and the offered configuration should be listed and accepted before order placement.
Request documents
Send the onboarding or tender checklist used by your organisation.
The response can identify which documents are applicable and available for the proposed transaction. Submission of a request does not itself confirm qualification or availability.