Supplier Surveys
Quick facts
| Category | Supplier self-reported capability and compliance data |
|---|---|
| Used by | Manufacturing, medical devices, pharmaceuticals, aerospace, automotive and other regulated industries |
| Also called | None widely standardized |
| Related standards | ISO 9001 |
| Related processes | Supplier evaluation, supplier web portal, approved supplier list |
| Semantic match | supplier surveys, supplier questionnaire, supplier self-assessment, supplier certification verification |
What is Supplier Surveys?
A supplier survey is a questionnaire sent to a supplier asking them to provide information about their own quality system, manufacturing capabilities, certifications, and compliance status. It complements supplier evaluation by capturing information directly from the source rather than relying solely on the purchasing organization's own observed performance data.
Surveys are commonly used during initial supplier qualification, gathering foundational information such as certifications held, quality system scope, and key processes, before a purchasing organization decides whether to approve the supplier. They can also be used periodically to confirm that previously reported information, such as certification status, remains current.
Because survey responses are self-reported, organizations may verify certain claims, such as certifications, through independent confirmation or audits, particularly for suppliers providing critical components or services.
Why is Supplier Surveys important?
Supplier surveys give purchasing organizations a structured, consistent way to gather the same core information across all suppliers, making it easier to compare capabilities and identify gaps before a relationship begins.
Because surveys are typically completed by the supplier rather than observed by the purchasing organization, they are efficient to distribute at scale, particularly for lower-risk suppliers where a full on-site audit may not be warranted.
Periodic re-surveying helps ensure that previously reported supplier information, such as certifications or key personnel, has not changed in ways that affect the relationship, without requiring a full re-audit each time.
How does Supplier Surveys work?
A typical supplier survey process includes:
- Survey design. Define the questions relevant to qualifying or monitoring a supplier.
- Distribution. Send the survey to the supplier, often through a supplier web portal.
- Response collection. Gather the supplier's completed responses and any supporting documentation.
- Review. Assess responses against the organization's qualification or monitoring criteria.
- Verification. Confirm key claims, such as certifications, where warranted by risk.
- Follow-up. Request clarification or additional information as needed before finalizing a decision.
Supplier Survey vs. Supplier Evaluation
| Comparison | Supplier Survey | Supplier Evaluation |
|---|---|---|
| Source of data | Self-reported by the supplier | Scored by the purchasing organization |
| Typical use | Initial screening and periodic information updates | Ongoing performance scoring and monitoring |
| Relationship | Often an input into the broader evaluation | May incorporate survey data alongside performance metrics |
Real-world examples of Supplier Surveys
A medical device manufacturer sends a supplier survey to a prospective component supplier, asking about their ISO 13485 certification status, key manufacturing processes and quality system scope before proceeding to a formal audit.
An automotive supplier periodically re-surveys its approved suppliers to confirm certifications remain current and to capture any changes in ownership, location or key processes since the last review.
A contract manufacturer uses a supplier survey to quickly screen a large pool of potential vendors, reserving a full on-site evaluation only for those whose survey responses indicate strong potential fit.
Regulations and standards related to Supplier Surveys
ISO 9001 Clause 8.4 requires organizations to apply criteria for the evaluation and selection of external providers, and supplier surveys are a common practical method used to gather the information needed to apply those criteria, though the standard does not mandate surveys by name.
Organizations in more heavily regulated industries, such as medical devices and aerospace, often use supplier surveys as an initial screening step, reserving formal audits or more detailed qualification activities for suppliers providing higher-risk or safety-critical items.
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How QT9 helps with Supplier Surveys
QT9 QMS supplier survey capabilities
- Create and complete reusable supplier surveys online, from anywhere.
- Automate email alerts and reminders for outstanding supplier surveys.
- Allow suppliers to upload certifications and supporting documentation.
- Create unlimited survey questions tailored to your qualification criteria.
- Automate the supplier approval process based on survey results.
- Track survey results by any field, with charts and exportable reports.
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Common mistakes with Supplier Surveys
Common mistakes include accepting self-reported survey information at face value without any independent verification, particularly for certifications critical to a supplier's approval status.
Other problems include never re-surveying approved suppliers, allowing outdated information such as expired certifications to go unnoticed, and using generic surveys that do not capture the specific criteria relevant to what a given supplier provides.
Frequently asked questions
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