Vendor Evaluation Format with Weighted Scoring
Score each supplier from 1 to 5 on five criteria, weight them your way, and get a score out of 5, an A/B/C grade and what to do about it.
Vendor evaluation format in Excel
- Five criteria with editable weights
- 1–5 score per criterion
- Weighted score out of 5
- A / B / C grade and action
Quick answer
A vendor evaluation format scores each supplier on set criteria — usually quality, delivery, price, service and documentation — multiplies each score by its weight and adds them to a weighted score. Weighted score = Σ (score × weight %) ÷ 100. Grade A for 4 and above, B for 3 to 3.99, C below 3.
| Weighted score | Σ (score × weight %) ÷ 100 |
|---|---|
| Suggested weights | Quality 35, Delivery 30, Price 20, Service 10, Documents 5 |
| Grade A | 4 and above |
| Grade B / C | 3 to 3.99 / below 3 |
Most purchase teams know which suppliers are good and which are trouble, but that knowledge lives in people's heads. A vendor evaluation format turns it into a score that can be compared across suppliers and periods — and that an ISO 9001 auditor will ask to see.
This Excel format has five criteria with editable weights that must add up to 100, a 1–5 score per criterion, the weighted score, the grade and a suggested action.
Criteria and suggested weights
Quality 35% (rejections and returns), delivery 30% (lots received on or before the promised date), price 20% (against the best quote), service and response 10% (how quickly problems are handled) and documents and compliance 5% (correct invoices, GSTIN, test certificates). Change the weights to match what hurts your factory most.
Base the quality and delivery scores on data — rejected quantity from GRNs and on-time lots from PO dates — rather than impressions, and keep the evidence with the sheet.
What to do with the grades
Grade A suppliers are preferred: give them the first enquiry and longer relationships. Grade B are approved but need attention on their weak criterion. Grade C need an improvement plan with a date, and a second source in the meantime.
Re-evaluate every six months, or after any serious failure, so the approved vendor list reflects how suppliers perform now rather than when they were first approved.
Questions people ask.
What is vendor evaluation?
Scoring suppliers on criteria such as quality, delivery, price, service and documentation to decide who stays on the approved list and who needs to improve.
What are the criteria for vendor evaluation?
Most commonly quality (rejection rate), on-time delivery, price, service and responsiveness, and documentation or compliance — weighted by importance.
How is the vendor rating calculated?
Each criterion's score is multiplied by its weight, the results are added and divided by 100: Σ (score × weight %) ÷ 100 gives a score out of 5.
How often should vendors be evaluated?
Every six months or yearly, and after any major quality or delivery failure.
Is vendor evaluation required for ISO 9001?
ISO 9001 requires criteria for evaluating, selecting and re-evaluating external providers and records of the results; a scored evaluation like this is a common way to meet it.
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