Supplier agreement template

What the supplier agreement template gives you

A clear supply agreement prevents disputes about price, quality and delivery. This template sets out an agreement between a business and its supplier in plain language, with blanks for the goods, pricing, minimum orders, delivery times, quality standards, payment terms, returns, term and termination, confidentiality and the way disputes are handled.

Who it is for

Small businesses that buy regularly from suppliers, and distributors and manufacturers who supply them.

How to use it

1. Fill in the parties, the goods and the prices.
2. Agree each clause with the other side.
3. Have a lawyer review it for larger or longer contracts.
4. Sign two copies and keep one each.
5. Keep a signed or dated copy with your records, so you can show what was agreed or done.

What is inside

• Parties, goods and price schedule
• Delivery and quality clauses
• Payment and returns
• Term, termination and confidentiality
• Signature page

The document is a ready-to-print PDF with these parts: 1. The parties, 2. Goods and prices, 3. Orders and delivery, 4. Quality and returns, 5. Invoices and payment, 6. Term and termination, 7. Confidentiality and disputes, Signatures. It is laid out for A4, with the headings, tables and tick boxes already in place, so you can print it and fill it in by hand, or type into it with a PDF editor.

Tips for getting it right

• Name the goods precisely, with quantities and specifications.
• Agree what happens when delivery is late or the goods are wrong.
• Check the supplier's registration and PIN.
• Record changes in a signed addendum.

Why it helps

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Can I edit it? It is a PDF, so it is meant to be printed and completed, or filled with a PDF editor. If you want to change the wording, copy the text into Word or Google Docs and adapt it to your business.

Is it legal advice? No. It is a practical starting point written for Kenya. Rules change, so check the current position and ask a professional where the stakes are high.

Will it work on my phone? Yes for reading. For filling in and printing, a computer or a PDF app works best.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. See more business templates or ask us for a custom one.

This document is general information, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

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• Another template: 12-month cash flow forecast
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