Vendor / Supplier Agreement Format
Agree the terms of supply with a vendor for goods or services and download an editable Word file.
What it is
A vendor agreement is a framework contract between a buyer and a supplier. Individual orders are placed through purchase orders, while the agreement fixes the common terms: quality, delivery, pricing, invoicing, payment, warranty and what happens if something goes wrong.
When it is used
- Onboarding a regular supplier of raw materials, components or services.
- Setting payment and delivery terms before placing purchase orders.
- Recording quality specifications and inspection rights.
What the template covers
- Scope of supply and quality specification
- Purchase orders, delivery timeline and delivery location
- Pricing, invoicing and payment terms
- Inspection, acceptance and warranty
- Indemnity and confidentiality
- Term, termination and jurisdiction
Details you will need
The generator asks for the following. Fields marked with an asterisk in the form are required; the rest can be left blank and filled in later in Word.
Agreement Details
Agreement Date; Place of Execution
Buyer (Company)
Buyer Company Name; Buyer Address; Buyer GSTIN; Buyer Authorised Rep
Vendor
Vendor Name; Vendor Address; Vendor GSTIN; Vendor PAN; Vendor Authorised Rep
Supply Terms
Goods / Services Description; Quality Specification; Delivery Within (days from PO); Delivery Location
Payment
Payment Within (days from invoice); Payment Mode
Term
Term (months); Termination Notice (days); Jurisdiction
Stamp duty, registration and filing
A vendor agreement does not need registration. Stamp duty is charged under the Stamp Act of the State where it is executed. Invoices should carry the correct GSTINs of both parties so that the buyer can claim input tax credit, and the buyer may have TDS or TCS obligations depending on the nature and value of purchases.
Generate the Vendor / Supplier Agreement
Fill in the form and download the draft as a Word file. It is a general template, not legal or professional advice; have it reviewed for your facts before you sign or rely on it.
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Frequently asked questions
Do I need a separate agreement for every order?
No. A vendor agreement sets the common terms once, and each order is then placed by a purchase order that refers to it.
What payment terms are common in vendor agreements?
Payment within a fixed number of days from the invoice, such as 30 or 45 days, is common. For suppliers registered as micro or small enterprises, the MSMED Act, 2006 limits the agreed credit period to 45 days.
Can the buyer reject defective goods?
Yes, if the agreement provides for inspection and acceptance. The template includes an inspection clause and a warranty for goods that do not meet the agreed specification.
This page gives general information for reference only. Laws, stamp duty rates and filing requirements change and differ between States, so confirm the current position for your case. Related: all document templates · free tax calculators · compliance calendar and guides.