Supplier Food Safety Approval Questionnaire Template
Approving a supplier starts with asking the right questions in a consistent way. This questionnaire covers certification, hazard controls, allergens, traceability and food defense, and exports to PDF or Word to send out.
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Supplier Food Safety Approval Questionnaire Template
Supplier Food Safety Approval Questionnaire
Issued by: Riverbend Foods Ltd Date: 2026-10-19
Supplier: Sunvale Spice Traders Site: 14 Mill Road, Industrial Estate, Example City Material: Ground paprika, 25 kg bags Food safety contact: Quality manager Internal risk rating: Medium
Section 1: Certification and regulation
| Question | Response | Evidence attached |
|---|---|---|
| Current GFSI-recognized certificate (BRCGS)? Expiry date | ||
| Regulatory registration or license number | ||
| Last third-party audit date and grade | ||
| Open major or critical nonconformities |
Section 2: Food safety system
| Question | Response | Evidence attached |
|---|---|---|
| Documented HACCP or hazard analysis for this material | ||
| Kill step or validated control for pathogens, if applicable | ||
| Foreign material controls (magnets, sieves, metal detection, X-ray) | ||
| Environmental monitoring program, if ready-to-eat risk |
Section 3: Allergens
| Question | Response | Evidence attached |
|---|---|---|
| Allergens present in the material | ||
| Allergens handled on shared lines or equipment | ||
| Cleaning validation between allergen changeovers | ||
| Precautionary labeling policy |
Section 4: Traceability and recall
| Question | Response | Evidence attached |
|---|---|---|
| Lot coding system and what it links to | ||
| Date of last mock recall and time to trace | ||
| 24-hour emergency contact | ||
| Notification commitment for safety issues |
Section 5: Defense and fraud
| Question | Response | Evidence attached |
|---|---|---|
| Food defense plan in place | ||
| Food fraud vulnerability assessment for this material | ||
| Approved sub-supplier list for raw materials |
Approval
Starting point only, not legal advice or a substitute for a risk-based supplier program. Match depth to the hazard of the material, and verify answers by audit, certificate review or testing where risk warrants.
Supplier status inside your ERP
Optional review of vendor approval fields, certificate expiry alerts and PO checks.
Optional. The tool and every export work without this. No spam.
How to use the questionnaire
Fill in the header with the buyer, supplier, material and your internal risk rating, then export and send it. Ask for evidence with every answer, such as certificate copies, validation summaries and the last mock recall result. Review the returned form against your own hazard analysis for that ingredient. A high-risk ingredient such as raw spices, flour or ready-to-eat inputs deserves an audit or verified certificate, not only a self-declared form.
- Send to the supplier food safety contact, not the sales rep
- Set a response deadline and track it
- Score answers and record the approval decision
- Re-issue on a defined cycle based on risk
Why it matters under preventive controls
The FDA Food Safety Modernization Act preventive controls rule requires a supply-chain program where a hazard is controlled by a supplier. Certification schemes such as SQF, BRCGS and FSSC 22000 require approved supplier systems too. Documenting approval, the verification activity and the review cycle is how you show compliance. This form is one input; verification activities like audits and testing are separate records.
Common mistakes
Treating the questionnaire as a one-time form, accepting yes answers without evidence, and applying the same depth to every supplier regardless of hazard. Another gap is not linking the approval status to purchasing, so a lapsed supplier can still receive orders. Mark approval status and expiry in your ERP vendor record so purchase orders are blocked or warned.
Frequently Asked Questions
Do all suppliers need a questionnaire?
Not at equal depth. Apply a risk-based approach: high-risk raw materials and food-contact packaging get full evaluation, while low-risk items may need a shorter form and a certificate. Document the logic.
Is a GFSI certificate enough?
It is strong evidence but not complete. Check scope covers the material and site, the certificate is current, and there are no unresolved major findings. You still need your own hazard analysis and ongoing performance review.
How often should suppliers be re-approved?
Common practice is annually for high risk, every two to three years for lower risk, plus on any complaint trend, recall, ownership change or process change. Your procedure sets the cycle.
What if a supplier refuses to answer?
Treat as an unapproved source for high-risk materials. Look for an alternative, or apply stricter incoming testing and audit until questions are answered. Record the decision and the rationale.
We can help connect approved supplier status and certificate expiry to purchasing and receiving in your ERP, so unapproved sources are flagged at the PO.
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