How to use the vendor information form
- Enter your organization and a title, and a short note for the top of the form.
- Tick the sections you want: company information, contacts, payment details, tax and registration, references and a signed confirmation. Set the number of reference lines and whether to add a For office use box.
- To send the form to a vendor you already know, pre-fill their name and email.
- Check the preview, then use Download PDF or Print.
What each section collects
Company information has lines for the legal name, the name used for business, a website, the address, and checkboxes for the type of business. Contacts has a main contact and an accounts contact. Payment details has checkboxes for the preferred way to be paid, a line for where to send payment, and the payment terms and invoice email. Tax and registration has a line for a tax ID number and one for a registration or license number, and checkboxes for whether a tax form is on file.
References adds up to four lines for a company, a contact and a way to reach them. The confirmation section asks the vendor to confirm that the details are correct and has a line for a name and title and one for a signature and date. The For office use box leaves room to note when you received the form, who entered it and the vendor number you assigned.
Handling sensitive details with care
The form has no line for bank account numbers, and says so on the page: share bank details only through the secure process your organization uses, not on a printed sheet that could be left on a desk. The same care applies to tax ID numbers, so keep completed forms in a locked place and limit who can see them.
The sections you tick are a template. What information you need from vendors, and what you must collect for tax or compliance, depends on your organization and where you are, so check with your accountant. This page is not legal advice. Related business documents: the Purchase Order Generator, the Invoice Generator and the Statement of Account Template.
Printing and privacy
The form is made in your browser and nothing is uploaded. If you tick the box to remember your choices, they are saved in this browser only. A long form continues onto a second page without splitting a field. Print on US Letter paper for the vendor to complete by hand, or save the PDF to send by email.
Assumptions and limits
- The form is blank for the vendor to complete. The only text printed is your heading, the optional pre-fill and the labels.
- It collects no data online. Nothing the vendor writes passes through this page.
- There is no line for bank account numbers. Collect those through a secure process.
- Up to four reference lines are supported. The form is a template, not legal advice.
Frequently asked questions
What is a vendor information form?
It is a form a supplier completes so you can set them up to be paid. It collects the company name and address, contacts, payment preferences and tax or registration details, and often a signed confirmation that the details are correct.
What should a vendor form ask for?
Usually the business name, address, contacts, how and where to pay them, payment terms and a tax ID or registration number. Tick the sections that match what your organization needs. Your accountant can say what you must collect.
Should the form ask for bank account details?
This one does not. Bank details are sensitive, so most organizations collect them through a secure portal or a verified call rather than a printed sheet. The page says so at the foot of the payment section.
Can I pre-fill the form for a known vendor?
Yes. Enter the vendor name and email in the pre-fill group and they print on the form, so the vendor completes only the rest. Leave them empty for a blank form that you can reuse.