Checklist template

Hotel Supplier Audit

A ready-to-use checklist with 37 items in 6 sections, covering Contractual Compliance & Order Accuracy, Logistics, Delivery & Cold Chain Rigor, F&B Product Quality & Food Safety, OS&E, Linens & Room Amenities Quality, Packaging, Palletization & Case Coding, Administrative Governance & Credentials. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 37 Items
  • 30 Yes / No checks
  • 6 Scored ratings
  • 334 Points

Use this template How audits work

1. Contractual Compliance & Order Accuracy 6 items

  1. Did the supplier achieve a 100% unit match on delivered items versus the original purchase order (PO)? Yes / No 10 pts
  2. Are product cost line items on the invoice completely identical to the approved corporate master pricing agreement? Yes / No 10 pts
  3. Is the inbound delivery entirely free of unauthorized product substitutions or unapproved brands? Yes / No 10 pts
  4. Does the vendor consistently honor established lead times with zero backorders or unnotified delays? Yes / No 9 pts
  5. Are credit memos for shorted or damaged items issued and processed within the agreed-upon corporate window? Yes / No 8 pts
  6. Order Execution Quality: Rating
    • Perfect Fulfillment 10 pts
    • Minor Invoicing/Unit Errors 5 pts
    • High Discrepancy Rate 0 pts

2. Logistics, Delivery & Cold Chain Rigor 6 items

  1. Did the delivery driver arrive strictly within the property’s designated loading dock receiving hours? Yes / No 9 pts
  2. Are delivery vehicles clean, organized, and structurally sound to prevent contamination of hotel goods? Yes / No 9 pts
  3. For F&B purveyors, did the delivery truck refrigeration unit register a safe temperature (below 41°F / 5°C) upon arrival? Yes / No 10 pts
  4. Are delivery drivers uniform-compliant, courteous, and adhering to the property's back-of-house safety protocols? Yes / No 8 pts
  5. Are items unloaded carefully, leaving the loading dock bays free of damaged boxes or debris? Yes / No 8 pts
  6. Logistical Compliance: Rating
    • Flawless Delivery Execution 10 pts
    • Minor Timing/Dock Friction 5 pts
    • Unsafe Logistics Practices 0 pts

3. F&B Product Quality & Food Safety 6 items

  1. Do fresh perishable items (produce, dairy, meats) possess a minimum remaining shelf life matching the SLA? Yes / No 10 pts
  2. Are raw proteins packed securely in leak-proof commercial containers to prevent cross-contamination during transit? Yes / No 10 pts
  3. Are dry goods, canned items, and spices completely free of dented, rusted, or unsealed packaging? Yes / No 9 pts
  4. Is appropriate regulatory and safety documentation (e.g., Certificate of Analysis, HACCP logs) provided upon request? Yes / No 10 pts
  5. Are specialty brand ingredients or proprietary menu items sourced directly from certified distributors? Yes / No 9 pts
  6. F&B Supply Integrity: Rating
    • Premium Culinary Quality 10 pts
    • Minor Sourcing/Date Gaps 5 pts
    • High Food Safety Risk 0 pts

4. OS&E, Linens & Room Amenities Quality 6 items

  1. Do guestroom linens (sheets, towels, bathmats) match specified thread counts and weight parameters exactly? Yes / No 10 pts
  2. Are bulk textiles clean, uniform in color (no off-white variance), and free of loose threads or manufacturing stains? Yes / No 9 pts
  3. Are branded guest bathroom amenities (shampoo, soap, lotion) delivered with pristine seals and unblemished packaging? Yes / No 9 pts
  4. Are operating supplies (hangers, ice buckets, room trays) verified durable and free of cosmetic scratches? Yes / No 8 pts
  5. Does the vendor package room amenities in standardized inner-packs to simplify housekeeping cart stocking? Yes / No 8 pts
  6. OS&E Product Standards: Rating
    • Brand Perfect Luxury 10 pts
    • Cosmetic Packaging Flaws 5 pts
    • Deficient/Below Brand Standard 0 pts

5. Packaging, Palletization & Case Coding 6 items

  1. Are master cases legibly stamped or labeled with accurate SKU numbers, pack sizes, and expiration dates? Yes / No 9 pts
  2. Are pallets constructed to standard dimensions, stable, and wrapped securely to prevent shifting in transit? Yes / No 9 pts
  3. Are barcodes on master cartons scannable by the hotel's inventory or tracking management software? Yes / No 9 pts
  4. Is mixed-SKU freight clearly palletized with separator sheets and labeled to prevent receiving errors? Yes / No 8 pts
  5. Is heavy equipment or furniture packed with edge protectors to prevent corner dings or damage? Yes / No 9 pts
  6. Packaging Compliance: Rating
    • BOH Ready & Uniform 10 pts
    • Minor Case Labeling Wear 5 pts
    • Non-Compliant/Damaged Freight 0 pts

6. Administrative Governance & Credentials 7 items

  1. Does the vendor maintain current, valid commercial liability insurance with the hotel group named as additionally insured? Yes / No 10 pts
  2. Are up-to-date business operating licenses and local health authority certificates active and on file? Yes / No 10 pts
  3. Does the supplier formally acknowledge and adhere to the hotel brand's corporate ethical sourcing policy? Yes / No 10 pts
  4. Is the vendor's account team accessible, responding to customer service escalations within 24 business hours? Yes / No 9 pts
  5. Has the supplier completed mandatory sustainability or environmental compliance reporting where required? Yes / No 8 pts
  6. Vendor Governance Status: Rating
    • Fully Aligned & Certified 10 pts
    • Missing Compliance Sign-Offs 5 pts
    • Critical Administrative Risk 0 pts
  7. Final summary Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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