Legal Templates
Vendor Acknowledgement Form

Vendor Acknowledgement Form for India

Vendor Acknowledgement Form Template for India

A comprehensive document used in Indian business operations that formally captures and verifies essential information about vendors/suppliers, including their legal status, compliance certifications, and business details. This form serves as a crucial component of vendor onboarding and compliance documentation under Indian law, incorporating requirements from various regulations including the Companies Act, GST legislation, and relevant industry-specific compliance requirements. The document helps organizations maintain proper vendor records while ensuring compliance with Indian regulatory requirements regarding supplier documentation and due diligence.

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What is a Vendor Acknowledgement Form?

The Vendor Acknowledgement Form is a critical business document used in the Indian corporate environment to streamline and standardize the vendor onboarding process. It serves as a formal record of a supplier's essential information, compliance status, and business credentials. This document is typically implemented during the initial engagement with new vendors or during periodic vendor re-verification exercises. The form includes crucial elements required by Indian regulatory frameworks, including GST compliance, company registration details, and other statutory requirements. It helps organizations maintain proper documentation for audit purposes, ensure compliance with local regulations, and establish a clear record of their supplier base. The Vendor Acknowledgement Form is particularly important in the context of Indian business operations where maintaining proper documentation of vendor credentials is essential for regulatory compliance and risk management.

What sections should be included in a Vendor Acknowledgement Form?

1. Vendor Details: Complete identification and contact information of the vendor, including legal name, registration details, and authorized representative

2. Business Information: Nature of business, type of goods/services provided, and relevant industry certifications

3. Compliance Declarations: Statutory compliance statements including GST registration, business licenses, and permits

4. Tax Information: Tax registration numbers, PAN details, and tax compliance status

5. Bank Details: Banking information for payment processing and financial transactions

6. Basic Terms Acknowledgement: Acknowledgement of standard terms of business engagement

7. Representations and Warranties: Basic vendor declarations regarding legal compliance, authority to conduct business, and absence of conflicts

8. Authorization: Signature block with designation and date for authorized signatory

What sections are optional to include in a Vendor Acknowledgement Form?

1. Export Compliance: Required for vendors involved in import/export activities, including relevant registration numbers and certificates

2. Environmental Compliance: For vendors in manufacturing or industries with environmental impact, including relevant certifications

3. Quality Certifications: For vendors where specific quality standards are crucial, such as ISO certifications

4. Data Protection Compliance: For vendors handling sensitive or personal data, including relevant privacy policy declarations

5. MSME Status: For vendors qualifying as Micro, Small, or Medium Enterprises, including MSME registration details

What schedules should be included in a Vendor Acknowledgement Form?

1. Schedule A - Company Registration Documents: Copies of incorporation certificate, business registration certificates

2. Schedule B - Tax Registrations: Copies of GST registration, PAN card, and other tax-related documents

3. Schedule C - Licenses and Permits: Copies of relevant business licenses and operational permits

4. Schedule D - Bank Account Proof: Cancelled cheque or bank account verification letter

5. Schedule E - Compliance Certificates: Copies of various compliance certificates as applicable to the vendor's business

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

India

Publisher

Genie AI

Document Type

Acknowledgement Form

Sector

Corporate Governance

Cost

Free to use
Relevant Industries

Manufacturing

Information Technology

Retail

Construction

Healthcare

Financial Services

Telecommunications

Automotive

Energy

Logistics and Supply Chain

Professional Services

Industrial Goods

Consumer Goods

Pharmaceuticals

Relevant Teams

Procurement

Finance

Legal

Compliance

Supply Chain

Accounts Payable

Vendor Management

Risk Management

Operations

Internal Audit

Relevant Roles

Procurement Manager

Vendor Management Specialist

Supply Chain Manager

Compliance Officer

Finance Manager

Accounts Payable Manager

Legal Counsel

Risk Management Officer

Operations Manager

Chief Financial Officer

Purchasing Officer

Supplier Relationship Manager

Internal Auditor

Contract Administrator

Industries
Indian Contract Act, 1872: Fundamental law governing contract formation, validity, and enforcement in India. Essential for establishing the basic framework of the vendor acknowledgment.
Central Goods and Services Tax Act, 2017: Governs the taxation aspects of vendor relationships and transactions, including GST registration requirements and compliance.
Information Technology Act, 2000: Relevant for electronic records and digital signatures, which are commonly used in modern vendor documentation.
Competition Act, 2002: Ensures vendor relationships don't violate anti-competitive practices and maintain fair market behavior.
Prevention of Corruption Act, 1988: Addresses anti-corruption compliance and ethical business practices in vendor relationships.
The Sale of Goods Act, 1930: Governs the sale and purchase of goods, crucial for vendor-supply relationships.
Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011: Governs the handling and protection of sensitive business and personal data in vendor relationships.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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