OperationsPDF + Editable Document

Supplier Approval Form

A supplier approval form template for vetting and documenting food suppliers, including food safety certifications, allergen policies, and delivery standards.

Free downloadReady to useUK compliant
Supplier Approval Form
PDF + Editable Document
8 sections included

Food businesses are responsible for the safety of ingredients they receive. This free supplier approval form helps you vet new suppliers, document their food safety credentials, and maintain approved supplier lists as part of your due diligence.

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Why you need this

Due diligence on suppliers is part of HACCP and food safety management
EHO inspectors may ask to see your approved supplier list and vetting process
Supplier failures (contamination, mislabelling) make YOU liable for the food you serve
An approved supplier process is required for BRC, SALSA, and other audit standards

What's included

Supplier details and contact information
Food safety certification status (HACCP, BRC, SALSA, etc.)
Allergen management policy questionnaire
Delivery standards and temperature requirements
Traceability and recall procedures
Insurance and liability documentation
Approval decision and conditions
Annual review schedule

How to use this template

1

Send to new suppliers

Issue the questionnaire section to any potential new supplier before placing your first order.

2

Review their responses

Evaluate their food safety credentials, certifications, and allergen management procedures.

3

Document approval

Record your approval decision, any conditions, and the date. Keep on file with their supporting documents.

4

Review annually

Reassess each supplier annually. Check certifications are still valid and delivery standards are maintained.

Tips for getting the most from this template

Keep copies of supplier food safety certificates on file
Check delivery temperatures on arrival and record any issues
Have a procedure for what happens when a supplier fails an inspection
Maintain an approved supplier list that all staff can access for ordering
Paddl digitises supplier management with delivery logging and traceability records

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Related Paddl features

Paddl digitises everything in this template — and these features work together to keep your business compliant.

Suppliers & DeliveriesApproved supplier lists with delivery logging and traceabilityComplianceTrack all food safety compliance in one dashboardHACCP PlansAI-generated hazard analysis with digital CCP monitoringAllergen ManagementAI-powered allergen matrix covering all 14 UK allergensDocumentsDigital document storage with AI extraction and signaturesMobile AppComplete tasks, log records, and sign documents on mobileKnowledge HubCentralised policies, procedures, and training materials

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