# Supplier Shortlist Evidence Record

Use the same product brief for every candidate. Keep the supplier's statement separate from evidence you have actually received. This worksheet records a decision; it does not certify a supplier or calculate a universal score.

## Buying decision

Product and brief version: __________  Intended use: __________

Quantity and packaging: __________  South African destination: __________

Next commitment being considered, such as a sample order: __________

Essential requirements that must be answered first: __________

## Blank candidate record

Complete a separate copy for each supplier.

Candidate and contracting company: __________

| Requirement | Supplier's reply and date | Evidence received | Missing answer or check | Owner and next action |
| --- | --- | --- | --- | --- |
| Product and essential specification | | | | |
| Production responsibility and any outsourced work | | | | |
| Quantity, production assumptions and timing | | | | |
| Sample or quality review scope | | | | |
| Packaging, China handover and documents | | | | |
| Payment instructions and next commitment | | | | |

## How to use the evidence

Save the relevant quotation, specification response or review record with its date and version. A catalogue or supplier statement can start a question; record any independent or product-specific check separately.

Mark the next decision as **ready for the next check**, **needs clarification** or **unsuitable for this order**. An unanswered essential requirement stays open regardless of other favourable replies.

## Fictional example row

This invented row illustrates an unresolved requirement. It is not a supplier assessment or Jeton case.

| Requirement | Supplier's reply and date | Evidence received | Missing answer or check | Owner and next action |
| --- | --- | --- | --- | --- |
| Material specified in brief version A | Supplier says it can supply the requested material on [date] | Written reply; product-specific supporting record still missing | Confirm the proposed material and how it will be checked | Buyer to request details before approving the sample order |

## Decision record

Decision and reason: __________  Open essential items: __________

Next authorised commitment: __________

Decision owner and date: __________  Review again when: __________