Supplier Approval Toolkit – Risk-Based Qualification System (Word, Excel)

📊 Supplier Approval Toolkit — Risk-Based Qualification System

Most supplier audit tools give you a checklist. This gives you a complete qualification system — from first contact with a new supplier all the way through to a signed, scored audit record and a central register that tells you, at any moment, exactly which suppliers are approved, which are overdue, and which have open corrective actions.

⚠️ The Problem This Solves

If a regulator or certification auditor asks you tomorrow to show your supplier approval records, what would you hand them?

Most companies have a collection of inconsistent forms, spreadsheets from different people, and no clear record of who approved which supplier or when. That is the gap this Toolkit closes.

⚙️ How It Works

• Score the supplier on 5 risk factors using the Risk Assessment Matrix — tier auto-calculates: Critical, High, Medium, or Low
• The tier tells you which audit to run: Critical/High → Full On-Site Audit (212 questions) | Medium → Desk Audit (57 questions) | Low → Self-Assessment only
• Every finding flows into the central CAPA Log
• Every approval decision is recorded in the Approved Supplier Register with next audit due date
• Both parties sign — complete, defensible audit trail

📦 What's Included — 7 Files

• 📄 Setup Guide & Legal Disclaimer (Word)
• 📄 Supplier Approval Procedure (Word)
• 📊 Risk Assessment & Tiering Matrix (Excel) — auto-calculates tier
• 📊 Supplier Self-Assessment Questionnaire (Excel)
• 📊 Pre-Qualification Desk Audit Checklist (Excel) — 57 questions, live auto-scoring
• 📊 Full On-Site Audit Checklist (Excel) — 212 questions, live scoring, sign-off
• 📊 Approved Supplier Register & CAPA Log (Excel) — color-coded by status

🎯 Who It's For

• QA managers building or formalising a supplier qualification programme
• Supply chain and procurement teams needing a consistent, auditable process
• Food safety and PCQI professionals managing FDA 21 CFR 117 supply-chain requirements
• HACCP and compliance consultants setting up supplier systems for clients
• Co-packers and contract manufacturers auditing ingredient and packaging suppliers

⚡ Easy Setup — 3 Steps

1. Download and unzip
2. Find & Replace your company name and initials (under 5 minutes)
3. Risk-tier your first supplier and start

Fully editable in Microsoft Word & Excel. Fully customizable to your brand colours.

📥 Instant Digital Download

This toolkit is for internal supplier qualification purposes. It does not constitute regulatory or certification advice and does not guarantee compliance or audit outcomes with any third-party or regulatory body.