Vendor Renewal and Offboarding Checklist

Use this working checklist to convert vendor offboarding checklist into a reviewable record. It is designed for completion by a named preparer and an independent approver, with applicability confirmed before evidence is requested.

*Reviewed: 5 October 2026. Owner: __________. Supplier: __________. Risk tier: __________. Review date: __________.*

Completion rules

• Use N/A with rationale rather than leaving an item blank.
• Link or identify the evidence; do not paste unnecessary identity data into the checklist.
• A possible match, missing result or discrepancy requires review, not an automatic pass or fail.
• Every exception needs an accountable approver, compensating control, remediation owner and expiry date.
• Set both an evidence-expiry reminder and event-driven reassessment triggers.

1. Renewal triggers

• ☐ Define the exact requirement and confirm whether renewal triggers applies to this supplier and transaction.
• ☐ Record the legal entity, evidence source, retrieval date and reviewer.
• ☐ Compare supplier-declared information with the authoritative or independent evidence available.
• ☐ Mark the result as verified, supplier-declared, expired, unavailable or unresolved.
• ☐ Escalate material mismatches; record the decision, approver, conditions and next trigger.

Evidence note: Attach only evidence relevant to renewal triggers; avoid unnecessary personal data. The reviewer should write one sentence explaining what the evidence establishes, one sentence recording any limitation, and the date or event that requires renewal triggers to be checked again.

2. Evidence refresh

• ☐ Define the exact requirement and confirm whether evidence refresh applies to this supplier and transaction.
• ☐ Record the legal entity, evidence source, retrieval date and reviewer.
• ☐ Compare supplier-declared information with the authoritative or independent evidence available.
• ☐ Mark the result as verified, supplier-declared, expired, unavailable or unresolved.
• ☐ Escalate material mismatches; record the decision, approver, conditions and next trigger.

Evidence note: Attach only evidence relevant to evidence refresh; avoid unnecessary personal data. The reviewer should write one sentence explaining what the evidence establishes, one sentence recording any limitation, and the date or event that requires evidence refresh to be checked again.

3. Performance and incident review

• ☐ Define the exact requirement and confirm whether performance and incident review applies to this supplier and transaction.
• ☐ Record the legal entity, evidence source, retrieval date and reviewer.
• ☐ Compare supplier-declared information with the authoritative or independent evidence available.
• ☐ Mark the result as verified, supplier-declared, expired, unavailable or unresolved.
• ☐ Escalate material mismatches; record the decision, approver, conditions and next trigger.

Evidence note: Attach only evidence relevant to performance and incident review; avoid unnecessary personal data. The reviewer should write one sentence explaining what the evidence establishes, one sentence recording any limitation, and the date or event that requires performance and incident review to be checked again.

4. Access and asset return

• ☐ Define the exact requirement and confirm whether access and asset return applies to this supplier and transaction.
• ☐ Record the legal entity, evidence source, retrieval date and reviewer.
• ☐ Compare supplier-declared information with the authoritative or independent evidence available.
• ☐ Mark the result as verified, supplier-declared, expired, unavailable or unresolved.
• ☐ Escalate material mismatches; record the decision, approver, conditions and next trigger.

Evidence note: Attach only evidence relevant to access and asset return; avoid unnecessary personal data. The reviewer should write one sentence explaining what the evidence establishes, one sentence recording any limitation, and the date or event that requires access and asset return to be checked again.

5. Data return and deletion

• ☐ Define the exact requirement and confirm whether data return and deletion applies to this supplier and transaction.
• ☐ Record the legal entity, evidence source, retrieval date and reviewer.
• ☐ Compare supplier-declared information with the authoritative or independent evidence available.
• ☐ Mark the result as verified, supplier-declared, expired, unavailable or unresolved.
• ☐ Escalate material mismatches; record the decision, approver, conditions and next trigger.

Evidence note: Attach only evidence relevant to data return and deletion; avoid unnecessary personal data. The reviewer should write one sentence explaining what the evidence establishes, one sentence recording any limitation, and the date or event that requires data return and deletion to be checked again.

6. Financial closure and record retention

• ☐ Define the exact requirement and confirm whether financial closure and record retention applies to this supplier and transaction.
• ☐ Record the legal entity, evidence source, retrieval date and reviewer.
• ☐ Compare supplier-declared information with the authoritative or independent evidence available.
• ☐ Mark the result as verified, supplier-declared, expired, unavailable or unresolved.
• ☐ Escalate material mismatches; record the decision, approver, conditions and next trigger.

Evidence note: Attach only evidence relevant to financial closure and record retention; avoid unnecessary personal data. The reviewer should write one sentence explaining what the evidence establishes, one sentence recording any limitation, and the date or event that requires financial closure and record retention to be checked again.

Final approval record

Important limitation

This checklist is general information and an operating aid, not legal, tax or regulatory advice. Tailor it to the buyer's legal status, sector, jurisdiction, transaction and policy; obtain specialist review where required.

Continue the workflow in Vendoreye

Use the vendor verification workflow to organise evidence, route accountable review and retain the decision record across the supplier lifecycle.