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Vendor Evaluation Report

Document template for Google Docs and Word

Make a copy in Google Docs
Type
Document
Price
Free
Pages
7 · US Letter
Style
Corporate
Difficulty
Beginner
Updated
November 1, 2026

Every page (7)

Overview

Supplier choices are challenged when the weights were set after the demos or the scores have no evidence. This template records requirements and weights first, scores each shortlisted vendor with notes, compares total cost and risk, and ends with a recommendation and a decision box for the sponsor.

The sample follows Gorsefield Services as it picks field-service scheduling software for 140 technicians: three vendors scored on six weighted criteria, a winner at 4.2 out of 5 against 3.7 and 3.5, and a five-year cost of $412k. Replace the requirements, weights, vendors, scores, costs and references with your own.

Useful for

  • A procurement lead choosing between three shortlisted software or service suppliers
  • An operations team recording why a vendor won so the decision can be defended later
  • A sponsor asking for a recommendation with the price, the risk and the runner-up's advantage

What's included

  • Requirements page with priorities, owners, status and an acceptance test for each requirement
  • Weighted scoring page with three vendors, grouped criteria, totals and a summary callout
  • Comparison of vendors on features, go-live time, uptime, references and scores out of 5
  • Risk register with likelihood, impact, owners and responses
  • Recommendation page with five-year cost, options compared and what would change the choice
  • Decision box with next steps, plus a make-it-yours guide with five steps

How to use it

  1. 1

    Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.

  2. 2

    Agree the criteria and weights with stakeholders before you fill in any score, then replace the sample requirements with your own.

  3. 3

    Replace the sample vendors with your shortlist and score each criterion with a one-line evidence note, then rebuild the five-year cost: license, implementation, support, internal time and exit.

  4. 4

    Record who gave each reference and what they said, update the risks, and write the recommendation in three sentences: choice, why, and what would change it.

  5. 5

    Delete the guide page, then share the report with the sponsor and finance.

What you need

Requirements

  • A Google account with access to Google Drive

Works with

  • Google Docs
  • Microsoft Word (download the .docx)

Questions

When should the criteria and weights be set?

Before any demo or price is seen. The sample fixes its weights on January 12, 2027 so that nobody can adjust them to favor a vendor after the fact.

What should the cost comparison include?

Five years of license, implementation, support, internal staff time and exit costs. Comparing license price alone hides the implementation and migration costs that often decide the real cost.

Are the organization and figures real?

No. Gorsefield Services, the three vendors, their people and every score and figure in this template are fictional sample data, written so the totals add up.

  • #vendor-evaluation
  • #supplier-scorecard
  • #vendor-selection
  • #procurement
  • #weighted-scoring
  • #risk-register
  • #google-docs

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