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New Vendor Request Justification Survey

For employees requesting to onboard a new vendor or supplier. Captures the business need, estimated spend, urgency, risk factors, and alternatives already considered so procurement and operations teams can triage requests quickly. The AI follow-up interview probes why existing approved vendors won't meet the need and surfaces risk details a form alone would miss.

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Sample questions

A preview of what’s in the template. Every question is editable before you launch.

13 questions · ~7 min
Q01
Message

Thanks for submitting a new vendor request! These questions help our procurement and operations teams review it quickly and thoroughly. Should take about 5 minutes.

Q02
Short TextRequired

What is the name of the vendor you'd like to onboard?

Q03
Multiple ChoiceRequired

What best describes the category of goods or services this vendor provides?

  • Software / SaaS
  • Professional services (consulting, legal, etc.)
  • Raw materials or manufacturing supplies
  • Marketing / creative agency
  • Logistics or shipping
  • Facilities or equipment
Q04
Long TextRequired

In a few sentences, what specific business need or problem will this vendor address?

Q05
DropdownRequired

What is the estimated annual spend with this vendor?

  • Under $10,000
  • $10,000–$50,000
  • $50,000–$150,000
  • $150,000–$500,000
  • Over $500,000
  • Not yet determined
Q06
Multiple ChoiceRequired

Which alternatives, if any, did you consider before requesting this vendor?

  • An already-approved vendor
  • A competing bid from another new vendor
  • Building the capability in-house
  • Expanding scope with an existing vendor contract
Q07
MatrixRequired

How much of a concern is each of the following with this vendor, based on what you know so far?

5 rows × 4 columns
  • Data security & privacy
  • Financial stability of the vendor
  • Contract and legal terms
  • Regulatory or compliance requirements
  • Geographic or political risk (if applicable)
Columns: Not a concern · Minor concern · Significant concern · Unknown – needs review
Q08
Opinion ScaleRequired

How urgent is onboarding this vendor?

Scale: 1 – 5
Min:Not urgent - existing process works fineMax:Critical - blocking work right now
Q09
Rating ScaleRequired

How confident are you that this vendor can reliably meet the requirements?

Range: 1 – 5
Min:Not confidentMax:Extremely confident
Q10
Date

What is your target start date for working with this vendor?

Q11
AI Interview

Probe why the existing approved vendors or alternatives the requester considered can't meet this need — anchor on the specific business need they described and ask for a concrete example of where the current option fell short. If they flagged any 'significant concern' or 'unknown' risk items, ask what evidence or documentation would resolve that uncertainty. If urgency is rated high, ask what happens if onboarding is delayed by a month, to distinguish real deadlines from convenience.

Q12
Multiple Choice

Which department is this request coming from?

  • Finance
  • Operations
  • Marketing
  • Engineering / IT
  • Sales
  • HR
  • Legal
  • Other
  • Prefer not to say
Q13
Message

That's everything — thank you! Your request now goes to procurement for review, and your risk and urgency answers will help prioritize it against other open requests.

What’s included

  • AI follow-ups

    Adaptive probes on open-ended answers that pull out detail a static form would miss.

  • Attention checks

    Built-in safeguards against rushed answers and low-quality respondents.

  • AI-drafted copy

    Wording, ordering, and branching written by the AI — tuned to your research goal.

  • Auto report

    Themes, quotes, and a plain-English summary write themselves once responses come in.

How it compares

We reviewed the closest templates from other survey tools. Here’s what they do well — and where this template goes further.

Why this template

  • Includes a guided long-text question on the specific business need, plus a matrix question scoring multiple risk factors (financial, security, compliance, etc.) in one view
  • Captures estimated annual spend, urgency, and confidence ratings alongside a dedicated question on alternatives already considered
  • An AI follow-up interview specifically probes why existing approved vendors or alternatives won't work, surfacing risk detail a static form would miss
  • Ends with automatic routing language to procurement, and every AI-asked question is generated from a transparent, viewable prompt

Jotform

Vendor Request Form Template

A standard fillable vendor request form covering the basics of who is requesting and what vendor is needed. It's built for quick internal routing rather than deep justification or risk capture. Customization is drag-and-drop form-building, not conversational.

What it does well

  • Fast to deploy as a simple intake form
  • Drag-and-drop customization typical of Jotform's builder
  • Likely integrates with Jotform's broader form/workflow ecosystem

Where it falls short

  • Static field-based form with no adaptive follow-up questioning
  • No mechanism to probe why existing vendors are insufficient beyond what's typed
  • No automated per-response quality scoring

SurveySparrow

New Vendor Request Form Template

A conversational-style survey template for capturing new vendor requests, in keeping with SurveySparrow's chat-like form format. It likely collects vendor details and business justification in a friendlier UI than a plain form, but questions are still pre-set. No indication of AI-driven follow-up probing on responses.

What it does well

  • Conversational one-question-at-a-time UI
  • Likely supports branching logic for basic conditional paths
  • Fits SurveySparrow's broader survey/CX tooling

Where it falls short

  • No adaptive AI interview to dig into stated alternatives or risk
  • No built-in automated quality scoring of responses
  • Prompt/question logic not published for transparency

Typeform

Vendor Request Form Template

A polished, conversational Typeform template for submitting vendor requests, likely covering core fields like vendor name and need. Typeform's strength is UX and design, not deeper investigative questioning. Any follow-up logic would be simple branching, not adaptive AI-driven probing.

What it does well

  • Strong, well-designed conversational form UX
  • Easy embedding and sharing typical of Typeform
  • Simple logic jumps for basic branching

Where it falls short

  • No adaptive AI follow-up interview to probe alternatives or risk depth
  • No automated scoring of response quality
  • No voice-based interview option

QuestionPro

Vendor Security and Assessment Sample Questionnaire Template

This template focuses specifically on vendor security and risk assessment rather than the broader onboarding justification (spend, urgency, alternatives considered) our template covers — a narrower, adjacent use case. It's a static questionnaire suited to compliance-style intake rather than triage of new vendor requests. Useful for security-specific follow-up audits, but not a direct substitute for justification workflows.

What it does well

  • Purpose-built around security/risk assessment criteria
  • Structured for compliance-style documentation
  • Fits QuestionPro's enterprise survey feature set

Where it falls short

  • No adaptive AI questioning to explore stated business need or urgency
  • Narrower scope than a full justification/triage intake
  • No automated response quality scoring or transparent AI prompts

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