# Supplier Approval Form: free UK download

Canonical: https://paddl-ai.co/templates/supplier-approval-form
Last reviewed: 2026-09-11 by the Paddl team

Free supplier approval and review template for food businesses

## In one sentence

The Supplier Approval Form is a free PDF + Editable Document for UK food businesses with 2 record sheets: supplier details and contact information, food safety certification status (haccp, brc, salsa, etc.), allergen management policy questionnaire. Download it, print it or fill it in, and keep it with your food safety records; Paddl keeps the same records on a phone with timestamps and reminders.

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.

## Why you need it

- 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 is 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

## Record sheets

- **Supplier Approval Form**: columns Field, Details
- **Approved Supplier Register**: columns Supplier, Products, Certification, Approved Date, Review Due, Status, Notes

## How to use it

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

- 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

Download the file from https://paddl-ai.co/templates/supplier-approval-form (email required). The Paddl features that keep the same records: https://paddl-ai.co/features/suppliers, https://paddl-ai.co/features/compliance, https://paddl-ai.co/features/haccp, https://paddl-ai.co/features/allergens, https://paddl-ai.co/features/documents, https://paddl-ai.co/features/mobile-app, https://paddl-ai.co/features/knowledge.