The Vendor Declaration Form is a fundamental document used in New Zealand business operations to establish and maintain vendor relationships while ensuring regulatory compliance. This document is typically required when onboarding new suppliers or updating existing vendor information in accordance with New Zealand legislation. The form includes crucial declarations about business structure, tax status, compliance with local laws, and other essential information that organizations need to verify their suppliers' legitimacy and compliance status. It helps organizations meet their due diligence obligations and supports risk management in vendor relationships while ensuring compliance with key legislation such as the Fair Trading Act 1986, Privacy Act 2020, and Anti-Money Laundering regulations.
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1. Vendor Information: Basic details including legal name, trading name, company/GST registration numbers, and contact information
2. Business Structure: Declaration of business type (sole trader, partnership, company, trust) and relevant registration details
3. Tax Status: GST registration status, tax residency, and IRD number declaration
4. Compliance Declarations: Standard declarations regarding regulatory compliance, including Fair Trading Act and Consumer Guarantees Act
5. Banking Details: Bank account information for payment purposes with verification requirements
6. Authorization: Declaration of authority to complete the form and bind the business
7. Privacy Statement: Statement regarding how the collected information will be used and stored
8. Certification: Final attestation of truth and accuracy of provided information, with signature block
1. Industry-Specific Compliance: Additional declarations required for specific industries (e.g., food safety, healthcare, construction)
2. Insurance Details: Declaration of insurance coverage, required when vendor provides high-risk goods or services
3. Health and Safety: Required for vendors providing on-site services or operating in hazardous industries
4. Environmental Compliance: For vendors whose operations have environmental impacts
5. Quality Assurance: Details of quality certifications and standards, relevant for manufacturers or service providers
6. Overseas Business Declaration: Additional section for vendors with overseas operations or international trade
1. Schedule 1 - Company Director Details: List of all directors and their details (required for company vendors)
2. Schedule 2 - Product/Service List: Detailed list of products or services provided by the vendor
3. Schedule 3 - Compliance Certificates: Copies of relevant compliance certificates and licenses
4. Appendix A - Supporting Documentation Checklist: List of required supporting documents to be attached to the declaration
5. Appendix B - Terms and Conditions: Standard terms and conditions applicable to the vendor relationship
Relevant legal definitions
Vendor
Authorized Representative
Business Day
Confidential Information
Goods
Services
GST
Purchase Order
Related Party
Material Change
Intellectual Property Rights
Business Premises
Compliance Documentation
Force Majeure Event
Personnel
Quality Standards
Regulatory Authority
Tax Invoice
Terms of Trade
Working Day
Principal Place of Business
Associated Person
Beneficial Owner
Directors
Entity
Financial Year
Group Company
IRD Number
NZBN
Trading Name
Authorized Representative
Business Day
Confidential Information
Goods
Services
GST
Purchase Order
Related Party
Material Change
Intellectual Property Rights
Business Premises
Compliance Documentation
Force Majeure Event
Personnel
Quality Standards
Regulatory Authority
Tax Invoice
Terms of Trade
Working Day
Principal Place of Business
Associated Person
Beneficial Owner
Directors
Entity
Financial Year
Group Company
IRD Number
NZBN
Trading Name
Clauses
Business Identity
Company Structure
Tax Status
GST Registration
Financial Information
Regulatory Compliance
Insurance Coverage
Health and Safety
Environmental Compliance
Quality Assurance
Conflict of Interest
Anti-Money Laundering
Privacy Compliance
Data Protection
Confidentiality
Authority to Contract
Statutory Declarations
Bank Details
Certification and Licenses
Modern Slavery
Indigenous Partnership
Local Content
Sustainability
Code of Conduct
Ethics and Anti-Corruption
Export Control
Intellectual Property
Subcontractor Disclosure
Warranty and Representation
Declaration of Truth
Company Structure
Tax Status
GST Registration
Financial Information
Regulatory Compliance
Insurance Coverage
Health and Safety
Environmental Compliance
Quality Assurance
Conflict of Interest
Anti-Money Laundering
Privacy Compliance
Data Protection
Confidentiality
Authority to Contract
Statutory Declarations
Bank Details
Certification and Licenses
Modern Slavery
Indigenous Partnership
Local Content
Sustainability
Code of Conduct
Ethics and Anti-Corruption
Export Control
Intellectual Property
Subcontractor Disclosure
Warranty and Representation
Declaration of Truth
Relevant Industries
Manufacturing
Retail
Construction
Professional Services
Healthcare
Technology
Food and Beverage
Transportation and Logistics
Financial Services
Education
Government and Public Sector
Mining and Resources
Agriculture
Telecommunications
Energy and Utilities
Relevant Teams
Procurement
Legal
Compliance
Finance
Operations
Supply Chain
Risk Management
Vendor Management
Commercial
Due Diligence
Relevant Roles
Procurement Manager
Supply Chain Manager
Vendor Management Specialist
Compliance Officer
Legal Counsel
Risk Manager
Finance Manager
Operations Manager
Contract Administrator
Chief Financial Officer
Purchasing Officer
Supplier Relationship Manager
Due Diligence Officer
Commercial Manager
Business Development Manager
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