Vendor Intake Form

Vendor Intake Form Template for Australia

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Key Requirements PROMPT example:

"I need a Vendor Intake Form for a medium-sized Australian technology company that will be dealing with international software suppliers, with particular focus on data privacy compliance and intellectual property protection."

Document background

The Vendor Intake Form serves as a crucial initial document in the vendor onboarding process for Australian organizations. It is designed to capture comprehensive information about potential vendors while ensuring compliance with Australian regulatory requirements. The form is typically used when an organization is considering engaging a new vendor or updating information for existing vendors. It includes sections for business details, regulatory compliance, financial information, and various certifications required under Australian law. The document helps organizations maintain proper due diligence records and supports compliance with various regulations including the Privacy Act 1988, AML/CTF requirements, and business registration obligations. The form also facilitates proper vendor screening and risk assessment procedures.

Suggested Sections

1. Vendor Basic Information: Essential company details including legal business name, ABN/ACN, business structure, and registration details

2. Contact Information: Primary and secondary contact details, including business address, phone numbers, and email addresses

3. Financial Information: Banking details, payment terms preferences, and tax status (including GST registration)

4. Business Profile: Nature of business, main products/services, years in operation, and relevant certifications

5. Compliance Declarations: Standard declarations regarding insurance, licenses, and regulatory compliance

6. Data Privacy Consent: Consent for collecting, storing, and using vendor information in accordance with Privacy Act requirements

7. Authorization: Details of authorized representative completing the form and signature section

Optional Sections

1. International Vendor Details: Additional information required for overseas vendors, including tax residency and foreign business registration details

2. Industry-Specific Certifications: Section for specific industry certifications and compliance requirements based on vendor type

3. Sustainability Credentials: Optional section for environmental certifications and sustainability practices

4. Indigenous Business Status: Section for vendors to declare Indigenous ownership status and provide relevant certification

5. Modern Slavery Statement: Required for larger vendors to provide information about their modern slavery compliance

6. Diversity Information: Optional section for diversity certifications and programs participation

Suggested Schedules

1. Schedule A - Required Documentation Checklist: List of required documents to be submitted with the form (e.g., insurance certificates, licenses)

2. Schedule B - Standard Terms Agreement: Standard terms and conditions for vendor engagement

3. Schedule C - Insurance Requirements: Detailed insurance requirements based on vendor category

4. Appendix 1 - Code of Conduct: Organization's vendor code of conduct requiring acknowledgment

5. Appendix 2 - Privacy Policy: Detailed privacy policy and data handling procedures

6. Appendix 3 - Bank Details Form: Standardized form for providing banking information

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok��˰� | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Financial Services

Healthcare

Manufacturing

Retail

Technology

Construction

Professional Services

Government

Education

Mining

Telecommunications

Transportation and Logistics

Energy and Utilities

Non-profit

Agriculture

Relevant Teams

Procurement

Finance

Legal

Compliance

Operations

Supply Chain

Vendor Management

Risk Management

Administration

Accounts Payable

Relevant Roles

Procurement Manager

Supply Chain Manager

Vendor Relations Coordinator

Compliance Officer

Finance Manager

Operations Manager

Legal Counsel

Risk Manager

Administrative Officer

Contract Administrator

Chief Financial Officer

Purchasing Officer

Accounts Payable Manager

Vendor Management Specialist

Supply Chain Analyst

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