Supplier Evaluation Form
Evaluate supplier performance across quality, delivery, pricing, service, documentation and compliance using a structured weighted scoring system.
What is a Supplier Evaluation Form?
A supplier evaluation form provides a structured way to review supplier performance after purchases, deliveries or a defined evaluation period.
Measure Performance
Evaluate supplier performance using consistent criteria and ratings.
Identify Problems
Record quality, delivery, service and compliance concerns.
Track Improvements
Document corrective actions, responsibilities and target dates.
Support Decisions
Use supplier ratings to support approval and sourcing decisions.
Six key areas of supplier performance
The template evaluates both operational performance and commercial supplier performance.
Quality
Evaluate product or service quality, defects, rejections and specification performance.
Delivery
Review on-time delivery, quantity accuracy and delivery completeness.
Pricing
Evaluate price competitiveness, value and adherence to agreed commercial terms.
Service
Assess responsiveness, communication, problem resolution and after-sales support.
Documentation
Review invoice, delivery note, certificate and documentation accuracy.
Compliance
Evaluate contractual, specification, legal, safety and policy compliance.
Simple supplier performance review
Complete the evaluation after a defined supplier performance period or when a formal supplier review is required.
Enter supplier and evaluation-period information.
Score each evaluation criterion from 1 to 5.
Add evidence, comments and performance concerns.
Excel calculates weighted scores and overall performance.
Balanced supplier performance scoring
The Excel workbook gives greater weight to the areas that normally have the strongest operational impact.
Quality
Product or service quality and defect performance.
Delivery
Delivery reliability, timing and quantity accuracy.
Pricing
Commercial competitiveness and pricing performance.
Service
Communication, responsiveness and problem resolution.
Documentation
Accuracy and timeliness of required supplier documents.
Compliance
Contractual, regulatory, safety and policy compliance.
Simple 1–5 supplier rating
Use the same rating scale across all evaluation criteria to keep supplier reviews consistent.
5 — Excellent • Consistently exceeds requirements
4 — Good • Meets requirements with strong performance
3 — Acceptable • Meets minimum requirements
2 — Needs Improvement • Performance is below expectation
1 — Poor • Significant performance or compliance concerns
Supplier status based on overall score
After completing the evaluation, the Excel workbook calculates an overall supplier status.
Approved
Supplier performance meets the expected overall standard.
Conditional
Supplier may remain approved subject to monitoring or conditions.
Improvement Required
Supplier performance requires formal improvement and follow-up.
Not Recommended
Overall supplier performance falls below the recommended level.
Track corrective actions
Supplier evaluation should identify problems and also record how those problems will be addressed.
Identify the Issue
Record the performance criterion where corrective action is required.
Performance ControlAssign an Owner
Record who is responsible for following up the corrective action.
ResponsibilitySet a Target Date
Define when the required supplier improvement should be completed.
Follow-UpTrack Status
Mark corrective actions as open, in progress, closed or not applicable.
Action TrackingSome compliance failures should override the score
A supplier may achieve an acceptable numerical score but still fail a mandatory legal, safety, ethical, regulatory or specification requirement.
Always apply your organization's supplier-approval, quality and procurement policies before making a final decision.
Supplier sourcing and performance tools
Use the Supplier Evaluation Form together with DIXANI's quotation and purchasing templates.
Choose your Supplier Evaluation format
Use Excel for automatic weighted scoring and supplier performance tracking or PDF for a printable evaluation.
Supplier Evaluation — Frequently Asked Questions
When should suppliers be evaluated?
Supplier evaluations can be completed periodically, such as quarterly, half-yearly or annually, or after significant performance or quality issues.
How is the supplier score calculated?
Each criterion is rated from 1 to 5 and multiplied by its assigned weighting. The weighted criterion scores are then combined into the overall score.
Can I change the evaluation weights?
Yes. The Excel weights can be adjusted to match your organization's supplier-management priorities. The total weighting should remain 100%.
What is the difference between supplier comparison and supplier evaluation?
Supplier comparison is normally used before purchasing to compare competing quotations. Supplier evaluation reviews the ongoing performance of a supplier after they have provided goods or services.
Does a high score automatically approve a supplier?
No. Mandatory legal, safety, ethical, regulatory or technical requirements should still be checked separately. A critical failure may override the calculated score.
Can corrective actions be recorded?
Yes. The Excel template includes fields for corrective action requirements, action owners, target dates and status.
Can I use this for service suppliers?
Yes. The evaluation structure can be used for suppliers of goods as well as contractors and service providers.