Supplier Business Review Agenda and Minutes Template
A supplier review that runs without an agenda turns into a complaint session. This template sets a 70-minute structure, captures the scorecard and ends with an owned action list.
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Supplier Business Review Agenda and Minutes Template
Supplier Business Review
Acme Precision Ltd with Northline Castings Co. Period: Q3 2026 Date: 2026-10-22
Attendees: Acme: M. Okafor (Buyer), L. Park (Supplier Quality). Northline: R. Chen (Sales), T. Ibrahim (Operations).
Agenda
| # | Topic | Lead | Minutes |
|---|---|---|---|
| 1 | Performance scorecard | Buyer | 10 |
| 2 | Quality and corrective actions | Supplier quality | 15 |
| 3 | Cost, price and index review | Buyer | 15 |
| 4 | Capacity, risk and continuity | Supplier operations | 10 |
| 5 | Forecast and upcoming demand | Planner | 10 |
| 6 | Improvement ideas and actions | All | 10 |
Scorecard summary
| Measure | Result | Target | Trend |
|---|---|---|---|
| On-time delivery (percent) | 91 | ||
| Defect rate (PPM) | 1,800 | ||
| Open corrective actions | |||
| Lead time (days) |
Price and cost
Aluminium index moved; supplier requests review of the HX-200 price.
Risks and capacity
Second furnace commissioning delayed to January; discuss buffer stock.
Notes and decisions
Agreed to share a 13-week forecast monthly and to review the price formula by the end of November.
Action log
| Action | Owner | Due date | Status |
|---|---|---|---|
Sign-off
Agree scorecard definitions with the supplier before the first review so both sides measure the same way.
Auto-build supplier scorecards from your ERP
Optional: a read-only scorecard of delivery and quality by vendor.
Optional. The tool and every export work without this. No spam.
How to run the review
Send the agenda and scorecard three days ahead so the supplier can prepare. Open with data, not opinions. Keep price topics to their own slot so they do not hijack quality discussion. Record decisions in the notes field and actions in the log, then send the exported PDF within 48 hours.
- Share the scorecard in advance.
- Limit each topic to its time box.
- Give every action an owner and a date.
- Review the previous action log first.
Which measures to bring
Delivery performance against the confirmed date, quality as parts per million or rejected lots, corrective action closure time, lead time quoted against actual, price variance against standard and responsiveness. Choose three to five. Too many measures hide the point. Pull them from the ERP receipts and inspection records rather than from memory.
Using it with your ERP
Most ERPs can report receipts against promise dates and inspection lots by vendor. Export those figures into the scorecard table before the meeting. Record the action items in the ERP vendor notes or your quality system so they are visible to planners and buyers who were not in the room.
Common mistakes
Reviewing too many suppliers with the same intensity, holding the meeting only when something fails, letting actions drift without a date and presenting data the supplier has never seen. Reserve full reviews for strategic and high-risk suppliers and use a short email scorecard for the rest.
Frequently Asked Questions
How often should we hold supplier reviews?
Quarterly for strategic suppliers, twice a year for important ones, and by exception for the rest. Increase frequency during a recovery plan or a new launch.
Who should attend from our side?
The buyer or category manager, supplier quality, and the planner when delivery is an issue. Add engineering when design changes or capability are on the agenda.
Should we share our scorecard with the supplier?
Yes. Transparent, agreed measures drive improvement. Share definitions and sources so disputes about the numbers do not consume the meeting.
What do we do if a supplier keeps missing targets?
Put a written improvement plan with dates in the action log, escalate to senior contacts, and start qualifying alternate sources in parallel if the risk is high.
Netray can build a scorecard report that pulls delivery and quality by vendor from your ERP so the review starts with current data.
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