Vendor SOP Checklists & Formats (Hotel Industry)

Effective vendor SOP checklists and standardized formats are essential for maintaining quality, controlling costs, ensuring compliance, and achieving smooth hotel operations. From procurement to payment, structured vendor processes reduce risks, prevent errors, and improve accountability.

This post provides ready-to-use vendor SOP checklists and formats tailored for hotel operations.

Importance of Vendor SOP Checklists in Hotels

• Ensures consistency in vendor handling

• Improves quality and compliance

• Controls costs and prevents leakage

• Reduces dependency on individuals

• Supports audits and transparency

1. Vendor Onboarding SOP Checklist

Vendor Onboarding Checklist

• Vendor company profile

• GST, PAN, FSSAI (if applicable)

• MSME registration (optional)

• Bank details and cancelled cheque

• Product / service specifications

• Rate contract / quotation approval

• Vendor agreement / SLA signed

• Added to approved vendor list

Standard Vendor Onboarding Format

• Vendor Name & Code

• Contact Person & Details

• Category of Supply

• Credit Terms

• Approved Rate Validity

• Compliance Expiry Dates

2. Vendor Selection & Approval SOP Checklist

Selection Checklist

• Minimum three quotations obtained

• Comparative statement prepared

• Quality sample tested / service demo conducted

• Compliance and license verification

• Management approval obtained

Comparative Statement Format

• Vendor Name

• Rate per unit

• Payment terms

• Delivery timeline

• Remarks / Recommendation

3. Purchase Requisition (PR) & Purchase Order (PO) SOP Checklist

PR & PO Checklist

• Department PR raised and approved

• Budget availability verified

• PO issued with specifications

• Delivery date and terms mentioned

• Authorized signatory approval

Purchase Order Format Includes

• PO number and date

• Vendor details

• Item description & specifications

• Quantity and rate

• Taxes and total value

• Delivery schedule

4. Goods Receiving & Quality Check SOP Checklist

Receiving Checklist

• Delivery as per PO

• Quantity checked

• Quality and brand verified

• Expiry date checked (FIFO / FEFO)

• GRN prepared and signed

GRN (Goods Receipt Note) Format

• GRN number

• PO reference

• Item details

• Accepted / Rejected quantity

• Receiving staff signature

5. Vendor Payment SOP Checklist

Payment Checklist

• PO, GRN, and Invoice matched

• Invoice accuracy verified

• Tax compliance checked

• Approval from Finance & Operations

• Payment released as per credit terms

Vendor Payment Tracker Format

• Vendor Name

• Invoice Number

• Invoice Date

• Due Date

• Amount Payable

• Payment Status

6. Vendor Performance Evaluation SOP Checklist

Performance Review Checklist

• Quality consistency

• Delivery timeliness

• Pricing competitiveness

• Service responsiveness

• Compliance adherence

Vendor Evaluation Scorecard Format

• Vendor Name

• Category

• Quality Score

• Delivery Score

• Cost Score

• Overall Rating

7. Vendor Non-Compliance & Corrective Action SOP

Non-Compliance Checklist

• Incident documented

• Vendor notified

• Corrective action timeline defined

• Follow-up and closure recorded

Corrective Action Report Format

• Date of Issue

• Description of Issue

• Action Taken

• Closure Date

• Authorized Sign-off

8. Annual Vendor Review SOP Checklist

Annual Review Checklist

• Rate contract renewal

• Compliance documents updated

• Performance scorecard reviewed

• Backup vendors identified

• Contract terms revised

Roles & Responsibilities in Vendor SOP Execution

Role	Responsibility
Operations Director	Overall vendor performance
Finance	Payment and compliance
Stores	Receiving and inventory
HODs	Quality usage feedback
CEO / COO	Policy and high-value approvals

Benefits of Using Standard Vendor SOP Formats

• Transparency and audit readiness

• Faster procurement cycles

• Reduced disputes and risks

• Improved vendor relationships

• Strong cost and quality control

Standardized Vendor SOP checklists and formats bring discipline and efficiency to hotel procurement and vendor management. By following structured processes, hotels can ensure quality supplies, timely services, cost control, and compliance—ultimately supporting superior guest experiences.