Templates and checklists for merch procurement
Eight working documents: the checklist our buyers use to score suppliers, and the templates that shorten the path from brief to signed order.
Eight documents that replace the blank spreadsheet
Procurement teams rarely lack information. They lack the time to collect it consistently from three or four suppliers while the request stays open. These eight tools exist to move that work off the desk: a scored checklist, a structured RFP, and the calculation sheets behind the two numbers buyers argue about most, minimum order quantity and carbon.
The vendor evaluation checklist is 85 points across capability, pricing, quality, compliance, sustainability, logistics, communication, financial stability and references. Each criterion is scored from 1 to 5 and weighted into a total, which gives you a comparison that survives an internal review rather than a preference you cannot defend when the choice is challenged.
The RFP template runs 14 sections covering capability assessment, a pricing matrix, compliance requirements including ISO, OEKO-TEX and REACH, references and terms, supplied as PDF, DOCX and Excel so it can go out in the format the supplier prefers. The evaluation checklist is already in use by more than 50 procurement teams.
The calculation sheets are deliberately self-contained. The MOQ planner takes a budget, a target unit count, a branding method and a packaging tier, and returns a feasibility check, the optimal tier, the volume discount tier and the break-even point against custom tooling. The carbon worksheet works cradle to gate on the GHG Protocol Scope 1, 2 and 3 basis and produces kilograms of CO2e per item and per project, in a shape your CSRD reporting can consume.
Sourcing and evaluation
The two documents that decide which supplier gets the order.
Planning and calculation
The two numbers that decide whether a project works at all.
Brand and packaging documents
What you send to a designer or to a supplier before artwork moves.
Frequently asked questions
Which formats are the templates in?
The RFP template is supplied as PDF, DOCX and Excel. The MOQ planner and the carbon worksheet are self-contained spreadsheets with no external formula dependencies, and the checklists and briefs are documents you can drop into your own templates.
How long is the vendor evaluation checklist?
85 points across nine categories: capability, pricing, quality, compliance, sustainability, logistics, communication, financial stability and references. Scoring each one from 1 to 5 and weighting the result gives a defensible comparison.
Can we send the checklist to suppliers?
Yes, and that is usually how it gets used. It works as a supplier questionnaire as well as an internal scoring sheet, which also shortens the reply you have to write back to each bidder.
Does the carbon worksheet include transport?
Yes. Inputs are material type, quantity, transport and packaging, and the output is cradle-to-gate CO2e per item and per project on the GHG Protocol Scope 1, 2 and 3 basis, so the result can go straight into a CSRD report.
How do the brand book tools fit together?
The template is the document you build, with 50 sections on logos, exclusion zones, clear space and the colour palette in Pantone, RGB, CMYK and hex. The checklist is the 30-point test you run on the result before a strike-off is approved.
Is there a template for a welcome kit?
Yes. The welcome kit specification template covers a standard kit content list, a premium kit and an executive kit, with material specifications, branding requirements and packaging notes for each.
Ask for the editable templates
Ask for the editable version of any template, or for a copy of the checklist your team can score suppliers with.