Vendor Registration Template Pack for Manufacturers

Date: [Date] To, The Procurement / Vendor Development Team [Buyer Company Name] [Address] Subject: Application for Vendor Registration — [Your Company Name] Dear Sir / Madam, We write to request registration as an approved vendor for [Buyer Company Name] for the supply of [product category — e.g., "precision machined components / sheet metal fabrications / castings and forgings"]. ABOUT OUR COMPANY [Your Company Name] is a [year of establishment]-established manufacturer based in [City, State]. We specialize in [primary product focus] for customers in [industries served — e.g., "automotive, industrial equipment, and process industries"]. KEY CREDENTIALS • Annual Turnover : ₹[X] Crores (FY [Year]) • Production Capacity : [Specify — e.g., "5,000 components per month"] • Certifications : [ISO 9001:2015 / IATF 16949 / BIS / others] • Key Machinery : [List 3-5 key machines with makes] • Customer References : [List 2-3 current customers if permitted] WHY [BUYER NAME] We have studied [Buyer Company Name]'s vendor requirements and believe our manufacturing capability, quality systems, and delivery track record make us well-suited to serve your procurement needs. DOCUMENTS ENCLOSED 1. Vendor registration form (completed) 2. Certificate of Incorporation / Shop Act License 3. GST Registration Certificate 4. PAN Card 5. ISO / Quality certification copy 6. Audited financials for last 2 years 7. Bank details and cancelled cheque 8. List of major customers and products supplied 9. Plant and machinery list 10. Quality lab equipment list We welcome a factory visit or audit at your convenience. Yours sincerely, [Authorized Signatory Name] [Designation] [Company Name] [Phone / WhatsApp] [Email] [Website]

VENDOR REGISTRATION — DOCUMENT CHECKLIST [Update checkboxes as you collect each document] LEGAL & REGISTRATION □ Certificate of Incorporation (companies) / Partnership deed / Shop Act (proprietorship) □ PAN Card (company + proprietor/directors) □ Aadhar Card (proprietor/authorized signatory) □ GST Registration Certificate (GSTIN) □ MSME / Udyam Registration Certificate □ Import Export Code (IEC) — if export-capable FINANCIAL □ Audited Balance Sheet + P&L — last 2 financial years □ Bank statement — last 6 months □ Cancelled cheque (account in company name) □ Bank certificate for account details □ ITR copies — last 2 years QUALITY & TECHNICAL □ ISO 9001:2015 / IATF 16949 / other certification (current, not expired) □ Quality manual or quality policy document □ List of inspection equipment with calibration records □ Machine list with make, model, year, capacity □ Product samples or photographs (if required) □ Past test reports / inspection reports (sample) COMMERCIAL □ List of existing customers with contact references □ Products/components supplied to each customer □ Delivery performance data (if available) FACILITY □ Factory address proof □ Floor plan / layout (some buyers require) □ Fire NOC / factory license (for on-site audits)