Vendor selection starts before the first call. This vendor inquiry form gives potential suppliers a professional channel to introduce themselves — capturing company details, product categories, years in business, and references so your procurement team can screen for fit before investing time in a meeting.
Free for non-commercial projects, with unlimited forms and responses.
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Managing unsolicited vendor outreach is one of those operational tasks that sounds simple but rarely is. Without a structured intake form, vendor pitches arrive via email, LinkedIn, cold calls, and the general contact form — scattered across channels, lacking context, and requiring individual follow-up just to gather basic information. A vendor inquiry form consolidates all of this into a single, manageable stream.
This template collects the essential details a procurement or operations team needs to conduct a first-pass evaluation: what the vendor supplies, their primary category, years in business, and whether they can provide references. The 'Anything else' field gives vendors space to mention certifications, geographic coverage, minimum order quantities, or lead times — information that often determines fit before a single conversation happens.
formformform makes it easy to receive and triage vendor applications. Submissions arrive in your inbox immediately and are stored in your dashboard for batch review. Whether you're evaluating two new suppliers or twenty, the data is structured, searchable, and ready to act on.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
Review the starting questions and choices. You can change them in your own copy.
Smith Supplies Co.
Sam Rivera
sam@smithsupplies.com
(555) 123-4567
https://www.smithsupplies.com
Describe what you supply — product categories, service types, brands or lines you carry, etc.
Certifications, geographic coverage, minimum order quantities, lead times, etc.
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Company Website” in particular and adapt it to the detail you need.
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Products or Services Offered” in particular and adapt it to the detail you need.
Ask for the context needed to understand the request before replying. This reduces the back-and-forth needed to establish the basic facts. Review “Primary Category” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Can You Provide References?” in particular and adapt it to the detail you need.
Captures material types, delivery radius, lead times, and project size minimums from suppliers bidding on a construction company's approved vendor list.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Anything Else We Should Know?” in particular and adapt it to the detail you need.
Turn initial interest into information you can review. Use the answers to prepare a relevant follow-up and decide whether the opportunity fits your work. Review “Company Website” in particular and adapt it to the detail you need.
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Products or Services Offered” in particular and adapt it to the detail you need.
Click 'Use this template' to open it in formformform with all vendor intake fields pre-built.
Customize the primary category dropdown to match your procurement categories — add 'IT hardware', 'Safety equipment', or any category specific to your business.
Route the notification email to your procurement manager or purchasing team inbox.
Add any certification fields that matter for compliance — ISO, food safety, insurance coverage, etc.
Consider adding a 'Geographic service area' or 'Minimum order quantity' field if those are early filters for your business.
Publish and link to it from your vendor or supplier portal, your website footer, or your 'Work With Us' page.
email is fine for initial contact, but most procurement relationships involve phone calls. Capturing it upfront saves a round-trip.
it lets you filter your submission dashboard quickly when you're looking for a specific type of supplier.
a quick visit to their site tells you more about credibility and scale than any self-reported field.
set aside time weekly or monthly to review vendor inquiries rather than reacting individually. This keeps procurement consistent and strategic.
set up an email auto-reply that confirms you've received the inquiry and sets a realistic timeline for follow-up.
don't require account creation to submit. Good vendors shouldn't need to jump through hoops to introduce themselves.
Collects product lines, delivery frequency, minimum order requirements, and food safety certifications from food and beverage distributors pitching to a restaurant group.
Gathers service category, geographic coverage, pricing structure, and insurance details from vendors seeking to supply amenities, maintenance, or services to a hotel property.
Captures material types, delivery radius, lead times, and project size minimums from suppliers bidding on a construction company's approved vendor list.
Collects brand overview, product categories, wholesale pricing range, and minimum order quantity from brands seeking shelf space in a retail store.
Lets cleaning, maintenance, security, and landscaping companies pitch their services to a corporate facilities manager with structured pricing and coverage details.
Gathers software or hardware category, compliance certifications, support model, and pricing tier from technology vendors seeking enterprise procurement consideration.
Collects product type, regulatory approvals, distribution capability, and reference hospital or clinic clients from medical supply vendors.
Captures vendor category, setup requirements, pricing, and past event experience from caterers, decorators, and AV companies seeking to join an event venue's preferred vendor list.
Yes, completely free. Collect unlimited vendor applications with no caps or fees.
Yes. Open the form editor and add any field: food safety certification, insurance certificate number, geographic service territory, minimum order quantity, or anything else your procurement team needs.
Set the notification email to your procurement manager, purchasing agent, or a shared team inbox. Submissions arrive instantly so your team can respond or file them for batch review.
Yes. This form is designed as a first-pass intake. Use the submissions to create a shortlist before sending a formal RFP or request for information.
Customize the primary category dropdown to show only the categories you're actively sourcing. You can also add a note in the intro paragraph specifying which types of vendors you're currently evaluating.
Capture qualified B2B leads with structured company and project details.
Invite potential partners to pitch their collaboration idea in a structured way.
Build an approved vendor list with structured supplier registrations.
Let clients request a custom quote with project details, budget, and next steps.
Collect a buyer's part specification so a supplier can quote it accurately.
Let event organizers pitch speaking opportunities with all the key details.
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Free for non-commercial projects, with unlimited forms and responses.
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