Appendix 1 — Supplier Evaluation and Approval Record

Parent procedure: 06 – Externally Provided Products and Services

Purpose

To document the evaluation and approval decision for each supplier of critical products or services. A new record is completed for each initial evaluation and each periodic re-evaluation.

Instructions

1. The Quality Manager initiates a new record when a supplier is first considered or when a re-evaluation is due.
2. The Technical Manager provides input on technical capability and past performance.
3. The completed record is signed by the Quality Manager and approved by the Laboratory Director (for subcontracting) or Technical Manager (for products).
4. The outcome is reflected in the Approved Supplier List (06-App-02).

Supplier Evaluation Record

Part A — Supplier identification

Field	Entry
Supplier name	[Enter]
Contact person	[Enter]
Address	[Enter]
Phone / Email	[Enter]
Products or services supplied	[Enter]
Evaluation type	☐ Initial evaluation · ☐ Re-evaluation
Evaluation date	[Enter]
Previous evaluation date (if re-evaluation)	[Enter]

Part B — Evaluation criteria

Complete each criterion. Score: 0 = not met, 1 = partially met, 2 = fully met. Mark N/A if not applicable.

#	Criterion	Score	Evidence / notes
1	Accreditation / certification — Holds current accreditation (ISO/IEC 17025, ISO 17034, ISO/IEC 17043) or certification (ISO 9001) relevant to the supplied scope.	[0/1/2/NA]	[Accreditation body, cert. number, scope, expiry]
2	Scope coverage — The specific products or services the laboratory requires fall within the supplier's accredited or certified scope.	[0/1/2/NA]	[Detail scope match]
3	Technical capability — Supplier can meet the laboratory's documented technical requirements (purity, uncertainty, traceability, methods).	[0/1/2/NA]	[Review of CoA, certificates, specifications]
4	Traceability — Products or services are traceable to SI units or recognized national/international standards. Traceability chain is documented.	[0/1/2/NA]	[Traceability statement on CoA or certificate]
5	Quality system — Supplier operates under a documented quality management system (required if not accredited).	[0/1/2/NA]	[QMS documentation reviewed]
6	Track record — Supplier has a satisfactory history of performance (delivery, quality, responsiveness). For new suppliers: references or peer laboratory experience.	[0/1/2/NA]	[Performance data, references]
7	Documentation quality — Certificates, CoAs, and reports are complete, clear, and meet the laboratory's requirements.	[0/1/2/NA]	[Sample documents reviewed]
8	Delivery and logistics — Supplier can reliably deliver within required timeframes. Packaging and transport conditions are appropriate (cold chain, hazmat, shelf life).	[0/1/2/NA]	[Delivery history, packaging review]
9	Issue resolution — Supplier has a process for handling complaints and nonconformities. Past issues (if any) were resolved satisfactorily.	[0/1/2/NA]	[Response to past complaints]
10	Confidentiality — Supplier can meet confidentiality and data protection requirements (especially for subcontractors).	[0/1/2/NA]	[NDA or confidentiality clause in agreement]

Part C — Performance history (re-evaluation only)

Metric	Period reviewed	Result
Number of deliveries / services	[Period]	[Count]
On-time delivery rate	[Period]	[%]
Nonconformities recorded	[Period]	[Count and brief description]
Corrective actions requested	[Period]	[Count, status]
Overall quality rating	[Period]	☐ Satisfactory · ☐ Needs improvement · ☐ Unsatisfactory

Part D — Approval decision

Field	Entry
Total score	[Sum of scored criteria] / [Maximum possible]
Decision	☐ Approved · ☐ Conditionally approved · ☐ Not approved
Conditions (if conditionally approved)	[Detail conditions and expiry date]
Scope of approval	[Products or services covered by this approval]
Next re-evaluation due	[Date]
Justification / comments	[Enter]

Part E — Signatures

Role	Name	Signature	Date
Evaluated by	[Enter]		[Date]
Reviewed by (Technical Manager)	[Enter]		[Date]
Approved by	[Enter]		[Date]

Adapt this template

Adjust the evaluation criteria and scoring to match your laboratory's priorities. Some laboratories add criteria for environmental or ethical standards. For accredited suppliers, criteria 1 and 2 may carry sufficient weight to streamline the remaining assessment.