The Vendor Declaration Form is a fundamental document in Indian business operations, designed to facilitate proper vendor onboarding and ensure regulatory compliance. It is typically required when establishing new supplier relationships or updating existing vendor information in the company's database. The form collects comprehensive information about the vendor's legal entity status, regulatory registrations, tax compliance, business operations, and various statutory declarations required under Indian law. This document helps organizations maintain compliance with various regulations including the Companies Act, 2013, GST laws, and anti-corruption legislation, while also serving as a risk management tool. The Vendor Declaration Form is particularly crucial in India's complex regulatory environment where businesses must ensure their suppliers meet all legal and compliance requirements.
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1. Vendor Details: Basic information including legal business name, type of entity, registered address, contact details
2. Registration Information: Statutory registration numbers including GST, PAN, CIN/LLPIN, MSME registration if applicable
3. Business Profile: Nature of business, products/services offered, years in operation, major clients
4. Financial Information: Bank account details, tax residency status, annual turnover bracket
5. Compliance Declarations: Standard declarations regarding legal compliance, anti-corruption, no conflicts of interest
6. Authorization: Details and signature of authorized signatory making the declaration
1. Export Compliance: Required for vendors involved in import/export activities, including IEC code and export house status
2. Quality Certifications: Section for ISO, industry-specific certifications for vendors in manufacturing or regulated industries
3. Environmental Compliance: Required for vendors in industries with environmental impact, including necessary permits and certifications
4. Labor Compliance: Required for vendors providing manpower or services, including labor law compliance declarations
5. Industry-Specific Licensing: For vendors in regulated industries like pharmaceuticals, chemicals, or food processing
1. List of Required Documents: Checklist of supporting documents to be attached with the declaration form
2. Certificate of Incorporation: Copy of business registration certificate
3. Tax Registrations: Copies of GST registration, PAN card
4. Bank Account Proof: Cancelled cheque or bank statement for account verification
5. Financial Statements: Latest audited financial statements or tax returns
6. Compliance Certificates: Copies of relevant quality certifications, licenses, and permits
Relevant legal definitions
Vendor
Company
Authorized Signatory
Goods
Services
Purchase Order
GST
PAN
MSME
Compliance Laws
Related Party
Ultimate Beneficial Owner
Confidential Information
Personal Data
Force Majeure
Intellectual Property Rights
Business Day
Financial Year
Tax Laws
Regulatory Approvals
Material Change
Affiliate
Control
Government Authority
Applicable Laws
Declaration
Registration Documents
Licensed Activity
Principal Place of Business
Tax Residency
Company
Authorized Signatory
Goods
Services
Purchase Order
GST
PAN
MSME
Compliance Laws
Related Party
Ultimate Beneficial Owner
Confidential Information
Personal Data
Force Majeure
Intellectual Property Rights
Business Day
Financial Year
Tax Laws
Regulatory Approvals
Material Change
Affiliate
Control
Government Authority
Applicable Laws
Declaration
Registration Documents
Licensed Activity
Principal Place of Business
Tax Residency
Clauses
Business Information
Legal Status
Tax Compliance
Regulatory Compliance
Anti-Corruption Declaration
Conflict of Interest
Financial Information
Quality Standards
Environmental Compliance
Labor Standards
Data Protection
Confidentiality
Code of Conduct
Health and Safety
Export Control
Sanctions Compliance
Corporate Social Responsibility
Intellectual Property Rights
Insurance Coverage
Business Continuity
Information Security
Declaration of Truth
Change Notification
Document Submission
Legal Status
Tax Compliance
Regulatory Compliance
Anti-Corruption Declaration
Conflict of Interest
Financial Information
Quality Standards
Environmental Compliance
Labor Standards
Data Protection
Confidentiality
Code of Conduct
Health and Safety
Export Control
Sanctions Compliance
Corporate Social Responsibility
Intellectual Property Rights
Insurance Coverage
Business Continuity
Information Security
Declaration of Truth
Change Notification
Document Submission
Relevant Industries
Manufacturing
Information Technology
Professional Services
Construction
Healthcare
Retail
Logistics and Transportation
Financial Services
Telecommunications
Energy and Utilities
Pharmaceuticals
Consumer Goods
Agriculture
Mining and Metals
Relevant Teams
Procurement
Legal
Finance
Compliance
Supply Chain
Accounts Payable
Risk Management
Internal Audit
Operations
Vendor Management
Relevant Roles
Procurement Manager
Vendor Management Specialist
Supply Chain Manager
Compliance Officer
Legal Counsel
Finance Manager
Accounts Payable Manager
Risk Management Officer
Operations Manager
Internal Auditor
Chief Financial Officer
Sourcing Specialist
Purchase Officer
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