This form records why a buying team accepts or leaves open a supplier claim. Use it with the supplier verification guide, but do not present it as an on-site audit, product test or formal due-diligence report. Each conclusion needs a source, date, reviewer and next action. Missing evidence stays pending.
Identify the exact party under review
Enter the legal company name, target product, candidate ID, review date and owner. When names are similar, attach a registration reference and source. A storefront name is not automatically the contracting entity. If the quoting, manufacturing, invoicing and receiving companies differ, list each separately and request an explanation of the relationship.
Preserve evidence that can be revisited
Registration records, websites, emails, quotes, samples, production images, video and third-party reports have different uses and limits. Save the original file or a traceable link, the product model covered and the date; do not write only “verified.” For key processes, equipment and subcontracting, seek evidence tied to the current product. A generic factory profile does not prove capacity for this item.
Use the three review states correctly
“Verified” means evidence matches the project question and the check is recorded. “Pending” means evidence is missing, inconsistent or requires a separate callback. “Not applicable” needs a reason. For example, if candidate A quotes through Company X but asks for payment to Company Y, similar names alone do not close the issue. Record the documents, explanation and independent confirmation method; keep payment on hold until resolved.
Connect samples to transaction identity
Log the sample identifier, specification revision, differences, production location and claimed lead time. Compare the contract, invoice and beneficiary with the confirmed party. Verify sudden bank changes using a previously established contact. The sourcing scam checklist explains payment warning signs in more detail.
Act on the completed form
Assign an owner, required document and due date to every pending item. Set explicit stop points for payment, sample approval or production when a critical issue is unresolved. Add a dated result when new evidence arrives; do not erase the original finding. Download the blank form below and move it into the team spreadsheet if ongoing updates are needed.