Supplier Quality Audit Template for Professional Services
A procedure for planning and conducting audits of suppliers to evaluate their quality management systems, processes, and service or service quality.
Purpose
To verify that suppliers meet contractual and regulatory quality requirements, identify risks in the supply chain, and drive supplier improvement for reliable supply of conforming goods and services.
Scope
Covers all critical and strategic suppliers, including new supplier qualification audits and ongoing periodic audits of existing suppliers across all purchased categories.
Prerequisites
- Approved supplier audit schedule and programme plan
- Supplier quality agreements and contractual requirements documentation
- Trained auditor with relevant qualifications
- Audit checklist tailored to the supplier category and risk level
Designed to meet professional indemnity requirements, client confidentiality obligations, and industry body reporting standards.
Step-by-Step Procedure
Plan the Audit
Define the audit scope, objectives, and schedule. Notify the supplier and coordinate logistics.
- 1.1Determine the audit scope based on supplier risk and performance history
- 1.2Prepare the audit checklist and plan
- 1.3Send formal notification to the supplier with proposed dates and agenda
- Allow sufficient lead time for the supplier to prepare
Review Supplier Documentation
Examine the supplier quality manual, certifications, previous audit reports, and performance data before the on-site visit.
- 2.1Review the supplier quality management system documentation
- 2.2Check the status of supplier certifications and accreditations
- 2.3Analyse previous audit findings and corrective action status
Conduct Opening Meeting
Meet with supplier management to confirm the audit scope, introduce the audit team, and agree on logistics and communication protocols.
- 3.1Introduce the audit team and confirm roles
- 3.2Review and confirm the audit scope and objectives
- 3.3Agree on confidentiality, safety, and escort arrangements
Execute Audit Fieldwork
Conduct on-site observation of processes, review records, and interview supplier personnel to gather objective evidence against the audit criteria.
- 4.1Observe key manufacturing or service service delivery processes
- 4.2Review quality records, test results, and calibration certificates
- 4.3Interview process operators and quality staff
- 4.4Document findings with objective evidence
- Focus on processes that have the highest quality risk
Classify Audit Findings
Categorise findings as major non-conformances, minor non-conformances, observations, or good practices based on their significance.
- 5.1Review all collected evidence and notes
- 5.2Classify each finding according to the severity criteria
- 5.3Prepare a summary of findings for the closing meeting
Conduct Closing Meeting
Present audit findings to supplier management, discuss corrective action expectations, and agree on timelines for response.
- 6.1Present the audit summary and key findings
- 6.2Discuss and agree on corrective action timelines
- 6.3Thank the supplier and confirm next steps
Issue Audit Report
Prepare and distribute the formal audit report including findings, classifications, and required corrective actions.
- 7.1Compile the full audit report with all findings and evidence
- 7.2Submit the report for internal review and approval
- 7.3Distribute the approved report to the supplier
Track Corrective Actions
Monitor the supplier corrective action responses, verify their effectiveness, and close the audit when all actions are satisfactorily completed.
- 8.1Receive and review supplier corrective action plans
- 8.2Verify implementation through evidence review or follow-up visit
- 8.3Close audit findings when corrective actions are confirmed effective
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of scheduled supplier audits completed on time, measuring programme adherence.
Percentage of audit findings with verified corrective actions within the agreed timeline.
Composite score reflecting audit results, incoming quality, and service delivery performance for each supplier.
Frequently Asked Questions
How often should suppliers be audited?
Audit frequency is typically based on supplier risk classification. High-risk or critical suppliers may be audited annually, while lower-risk suppliers may be audited every two to three years or as triggered by performance issues.
Can supplier audits be conducted remotely?
Remote audits using video conferencing and document sharing can be effective for lower-risk assessments or follow-up verifications. On-site audits remain preferred for initial qualification and high-risk suppliers.
What qualifications do auditors need?
Auditors should have training in audit techniques, knowledge of the relevant quality standards, and familiarity with the supplier service or service category. Lead auditor certification is recommended.
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