Supplier qualification questionnaire: structure and criteria

Last updated: 13 October 2026

What the questionnaire is for

The questionnaire organises a collection of information that would otherwise be scattered across messages and attachments. It helps you make consistent requests and makes the comparison with the company's criteria easy to read. Before building it, clarify the type of supply, the planned activities and who will review the answers. There is no template that suits every relationship equally.

Collection must be kept separate from the decision. The supplier may declare a capability or attach a document, but someone needs to check whether that material is relevant to the assignment. A well-organised questionnaire helps track the information available and the requests still to be clarified. It does not automatically guarantee regulatory compliance, reliability or a trouble-free working relationship.

You can see it as part of a process that includes request, check, assessment and subsequent update. Each step should have an owner and a recognisable outcome. For a broader organisational perspective, see the guide on how to create an approved supplier list.

Typical sections and sample questions

The table offers a starting point to adapt to your context. The questions are generic examples, not universal obligations or a complete list of the checks required. Avoid requests unrelated to the planned activity. When a question requires an attachment, explain what information you are looking for and how it will be reviewed, rather than collecting material just because it appeared in a previous template.

Company details and document requests

The company details should make it possible to link answers and attachments to the same company. Avoid unclear labels or requests that mix supplier data with contact data. A readable question makes it easier to fill in and to check. Also make clear who to contact when a document is not relevant or an answer needs further explanation.

For each document request, state the reason and the context of the check. A completed box is not the same as checking the attachment. Decide how to flag a missing document, a version that needs updating or an item to be reviewed by a qualified person. Distinguishing between a declaration and a document avoids treating different information as if it meant the same thing.

Health and safety, quality and references

Health and safety questions should be tied to the activities actually planned. Do not use a generic list as proof that the company is suitable for any assignment. The check requires attention to the context and to the applicable responsibilities. For aspects not covered in this guide, check the current legislation with qualified professionals.

Quality and environment can be described through relevant procedures and evidence, without assuming that certifications are mandatory in every case. For references, prefer descriptions that help you understand experience and avoid blanket requests for confidential information. The comparison should concern capability in relation to the assignment, not just the number of attachments or the length of the answers.

Documents to request and check

DURC

In Italy, the DURC certifies social security contribution compliance. When it is relevant to the check, define how to request it, who checks it and where to record the information needed for the next update. This guide does not assign it a standard duration, and you should not assume that a stored file remains valid. For the document management context, see the article on DURC: validity, expiry and verification.

Company registry extract

The company registry extract (in Italy, the visura camerale) lets you consult company information held in the business register. Use it in the context of the check to be carried out, comparing the company's details with those in the questionnaire. Do not turn it into a general guarantee of reliability or a statement that there are no issues at all. If further assessments are needed, identify who is qualified to carry them out.

Technical and professional suitability

For technical and professional suitability, the references considered here are, in Italy, Article 26 and Annex XVII of Legislative Decree 81/2008. Applicability must be assessed in relation to the context of the activities and the responsibilities involved, without confusing the different areas. Simply including this expression in the questionnaire does not complete the check: the relevant information must be reviewed with qualified professionals.

Collecting the DURC, the registry extract and technical evidence should not be presented as a list that is always sufficient. Define the documentation needed for the specific case and the checking process. To find out more about organising these materials, read the guide on technical and professional suitability and site documents. For further references, check the current legislation.

Expiry dates and renewals

Distinguish the expiry of a document from updating the questionnaire and reassessing the supplier. Not every item necessarily follows the same path. Some information may need a new review when the assignment changes or when significant changes emerge. Define who collects the new material and who assesses whether the previous outcome needs to be revised.

A renewal should make clear what has been updated and what is still to be checked. As an organisational example, you can separate material received, material to be completed and items assessed: these labels help discuss the internal process and are not mandatory statuses. Avoid unverified generic durations for documents and qualifications.

Rating: how to set understandable criteria

The rating summarises the assessment according to criteria defined by the company. Before setting it up, clarify which aspects you want to consider: relevance of the answers, completeness of documents, capability in relation to the assignment and handling of requests for clarification. Each criterion should have a shared meaning, so that different assessors understand which evidence supports the judgement and which information is still missing.

Avoid mixing essential requirements and organisational preferences without saying so. A missing attachment should not automatically be interpreted as a lack of technical capability. Plan how to handle unavailable information and cases that need further review. This guide does not propose scores, weights or thresholds: they must be defined in the company's context, without presenting them as universally correct values.

Keep the reasoning behind the assessment so that the result can be discussed and reviewed by qualified people. The rating is not a certification, nor does it remove the need to check the individual assignment. If the documentation changes, assess which criteria need to be reviewed. The process remains an organisational decision supported by the information collected, not a conclusion reached simply by filling in the form.

How IntraThor does it

IntraThor's Supplier qualification module manages customisable questionnaires with unlimited fields: dates, text, checkboxes, single choice and multiple choice. Answers can be made available as PDF. The process includes expiry dates and workflows, configured to the customer's needs. The questionnaire thus sits alongside document collection, while the assessment remains the company's responsibility.

Document request templates are configurable and unlimited. You can set names in Italian and English and define signature, expiry and whether a document is mandatory. Editable base templates are available, such as those for the DURC and the company registry extract. Which documents to request still depends on the specific case and the company's checks, not merely on a template being available.

IntraThor manages supplier ratings and per-customer configuration, and ThorIA can support setting up requests in bulk. Checking documents and deciding on qualification remain the company's responsibility. To see questionnaires and templates in the operational workflow, visit the IntraThor supplier qualification software page and prepare your questions for a demo.

Checklist for preparing the template

Use the list as an organisational starting point and adapt it to the assignment. Before sending the questionnaire, reread it from the point of view of the person who has to fill it in and the person who will review it. If a question has no clear use in the process, consider removing or rewording it. Requests must remain understandable and relevant.

• Define the planned activities and the people responsible for the assessment.
• Separate company details, declarations and documentary evidence.
• Check that health and safety, quality and environmental questions are relevant.
• Identify who checks documents and the need for renewal.
• Clarify what the rating means and how missing information is handled.
• Agree how to update the questionnaire when the assignment changes.

FAQ - Frequently asked questions

To compare questionnaires, documents and workflows based on public sources, see the feature comparison of supplier qualification software.

General information only, not legal advice: check the current legislation.