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Procurement checklist
A purchase approval record for one buy. Record the request, the budget code, the value and why it is needed, with photos and a data plate scan when it replaces worn equipment. Enter each quote with the supplier, price, lead time and whether it is compliant; the form finds the lowest compliant quote and the saving against the budget, and flags fewer quotes than your policy needs. Everyone involved declares any interest. Then work through 13 approval checks, compare the value with the approver's delegated limit and sign it off. To vet a new supplier first, use the supplier evaluation form.
For operations, facilities and finance managers who approve purchases and need a clear record of the quotes, the checks and who signed.
The checks work anywhere. The notes on the Procurement Act 2023 and the Bribery Act 2010 are UK law; elsewhere, follow local procurement and anti-bribery rules.
- Request, budget code, value and need, with photos and a data plate scan for replacements
- Quotes as entries: supplier, price, lead time, meets the spec, supplier status and terms
- Lowest compliant quote, saving against budget, and a flag when fewer quotes than your policy needs
- Declarations of interest from everyone involved, and 13 approval checks with a completion score
- Value against the approver's delegated limit, conditions, purchase order number and two signatures
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What should a procurement checklist include?
A procurement checklist is useful when someone reading it later can see why the purchase was needed, which quotes were compared on the same basis, who had an interest and how it was handled, and that the approver had the authority.
Last updated . Facts checked by the SiteSurvey team on 28 October 2026 against Procurement Act 2023, section 81, conflicts of interest: duty to identify, Procurement Act 2023, section 82, conflicts of interest: duty to mitigate, Bribery Act 2010, section 7, failure of commercial organisations to prevent bribery and GOV.UK, Bribery Act 2010 guidance (Ministry of Justice).
How to approve a purchase with a procurement checklist
Have your purchasing policy and scheme of delegation to hand: the form uses your numbers, not its own.
Record the request
Say what is needed and why, the budget code and holder, the budget and the estimated whole value, and how many quotes your policy needs.
Add the quotes
Enter each quote with its price, lead time, whether it meets the specification and terms, and the supplier's status. Attach the quote documents.
Choose the supplier
The form shows the lowest compliant quote and the saving against budget. If you choose a dearer quote, record why.
Declare interests
Everyone who influences the choice declares any interest in the bidders, and how it is managed.
Run the checks and approve
Work through the 13 checks, compare the value with the approver's limit, record conditions and the purchase order number, and sign.
What makes a procurement checklist useful
Quotes received
Rapid Loading Bay Repairs, RLB-EXAMPLE-15, £4,200, 8 working days. Meets the spec: yes. New supplier, not evaluated; quote on their own terms. Not compliant: no evaluation or insurance details before the bay was needed back.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Counting a cheap quote from an unchecked supplier as the benchmark, or splitting one need into two orders to stay under an approval limit.
What happens next
Raise the purchase order on your own terms, attach the quotes and the signed checklist, and set a review date for any contract.
Try the procurement checklist form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed. Or open a completed example to see every answer, photo and score filled in.
Want to see one filled in? See a completed procurement checklist report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the procurement checklist template
A procurement checklist for approving a purchase: the request, budget code and value, quotes received with price, lead time and compliance, the lowest compliant quote and the saving against budget, declarations of interest, 13 approval checks, the value against the approver's delegated limit, and the approval decision with sign-off. 6 sections and 102 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or delivery address: the site address, from the space or the project
- Organisation: the project's customer
Purchase request
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or delivery addressShort answerFills in from the site address, from the space or the project
- OrganisationShort answerFills in from the project's customer
- Location (GPS)Short answer
- Request date*Date
- Requested by*Short answer
- Requisition or request number*Short answer
- Department or cost centreShort answer
- What is being bought*Choose one
- Goods
- Services
- Works
- Hire or lease
- Software or subscription
- Reason*Choose one
- New requirement
- Replacement of failed or worn equipment
- Contract renewal
- Stock replenishment
- Other
- What is needed and why*Notes
The business need in a sentence or two, and what happens if it is not bought.
- Needed byDate
- Scan the data plate of the equipment being replacedScan a label: make, model, serial number, year, asset tag
Optional. Scan the data plate or label to capture the numbers.
Shown when “Reason” is “Replacement of failed or worn equipment” - Equipment being replaced (make, model, asset number)Short answerShown when “Reason” is “Replacement of failed or worn equipment”
- Photos: the fault, the worn item or the place it is neededPhotos
- CheckAn internal approval record for one purchase: the need, the quotes, the checks and who approved it. It records that your own purchasing policy was followed. It is not a public-sector tender record and does not replace a contract.
Budget and value
- Budget or nominal code*Short answer
- Budget holder*Short answer
- Budget available for this purchase (£, excluding VAT)*Number
- Estimated value (£, excluding VAT)*Number
The whole value of the purchase, including delivery, installation and any contract term.
- Type of spendChoose one
- One-off purchase
- Fixed-term contract
- Rolling or open-ended contract
- Framework or call-off
- Contract termShort answerShown only when the answers above make it relevant
- WarningThe estimated value is more than the budget available. Find the extra budget or reduce the scope before going further.Shown only when the answers above make it relevant
- Is the organisation a contracting authority under the Procurement Act 2023?*Yes or No
For example a council, NHS body, school or other public authority.
- CheckPublic bodies: a covered procurement follows the Procurement Act 2023 (in force 24 February 2025), including the duties to identify and keep under review conflicts of interest (section 81) and to stop a conflict giving a supplier an unfair advantage or disadvantage (section 82). Use this checklist alongside your procurement procedure, not instead of it.Shown when “Is the organisation a contracting authority under the Procurement Act 2023?” is Yes
- Quotes your purchasing policy needs at this value*Number
From your own policy. The form does not set a number.
Quotes
- GuidanceAdd one entry per quote received. A quote counts as compliant when it meets the specification, the terms are agreed and the supplier is approved or has been evaluated.
- Quotes receivedRepeat for each quote. Each one asks:
- Supplier*Short answer
- Quote referenceShort answer
- Price (£, excluding VAT)*Number
- Lead time (working days)Number
- Meets the specification?*Yes or No
- Supplier status*Choose one
- Approved supplier
- New supplier: evaluated
- New supplier: not evaluated
- Accepts our terms, or terms agreed?*Yes or No
- Compliant quoteWorked out by the form
- ResultWorked out by the form
- Why it is not compliantNotesShown only when the answers above make it relevant
- Quote documentPhotos
- q_price_cWorked out by the form
- Quotes receivedWorked out by the form
- Compliant quotesWorked out by the form
- Lowest compliant quote (£)Worked out by the formShown only when the answers above make it relevant
- Saving against the budget (£)Worked out by the form
Budget less the lowest compliant quote. A negative figure is an overspend.
Shown only when the answers above make it relevant - CheckFewer compliant quotes than your policy needs. Get more quotes, or record why not (for example a single source) and who agreed it.Shown only when the answers above make it relevant
- Why fewer quotes, and who agreed it*NotesShown only when the answers above make it relevant
- Chosen supplier*Short answer
- Chosen price (£, excluding VAT)*Number
- CheckThe chosen price is higher than the lowest compliant quote. Record why this supplier offers better value.Shown only when the answers above make it relevant
- Why this supplier*Notes
For example lead time, warranty, whole-life cost, compatibility with existing equipment.
Shown only when the answers above make it relevant
Declarations of interest
- GuidanceEveryone who influences the choice of supplier declares any interest in the bidders: personal, professional or financial, direct or indirect.
- DeclarationsRepeat for each declaration. Each one asks:
- Name*Short answer
- Role in this purchaseShort answer
For example requester, evaluator, approver.
- Declaration*Choose one
- No interest to declare
- Interest declared
- The interest*Notes
Personal, professional or financial, direct or indirect, for example a relative works for a bidder.
Shown when “Declaration” is “Interest declared” - How it is managed*Notes
For example the person stood back from the choice.
Shown when “Declaration” is “Interest declared” - SignatureSignature
- Interests declaredWorked out by the form
- GuidanceUK Bribery Act 2010, section 7: a commercial organisation commits an offence if a person associated with it bribes someone to win or keep business for it. Having adequate procedures to prevent bribery is a defence. Gifts or hospitality from bidders belong in the checks on the next page.
Approval checks
- Need confirmed by the budget holderChoose one
Acceptable: the budget holder agrees the need and the quantity.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Specification or scope of work written and agreedChoose one
Every quote priced against the same specification.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Budget available on the code givenChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Quotes obtained as the purchasing policy requiresChoose one
Number of quotes, written quotes and any single-source reason recorded.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Chosen supplier approved, or evaluated before the orderChoose one
For a new supplier use your supplier evaluation; record the result.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Supplier checks done: company details, insurance and any certificates the work needsChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Everyone involved has declared any interest in the biddersChoose one
See the declarations page.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- No gifts or hospitality from bidders, or any received declared and recordedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Price, delivery, payment terms and warranty agreed in writingChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Order placed on our purchase order or contract termsChoose one
Not only on the supplier's own terms, unless agreed.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Data handling terms agreed if the supplier will hold personal dataChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Delivery, installation and acceptance arrangements agreedChoose one
Who receives it, where, and how it is checked before payment.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Order not split to stay under an approval limitChoose one
Look for other orders for the same need from the same requester or supplier.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Checks acceptableWorked out by the form
- Checks needing actionWorked out by the form
- Not checkedWorked out by the form
- Checks complete %Worked out by the form
- GuidanceChecks complete % = acceptable / (acceptable + needing action) x 100, ignoring not checked and not applicable. Our own measure, not a standard. Approve only at 100%, or with conditions that close the open checks.
Approval and sign-off
- Checks needing actionWorked out by the form
- ResultWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Before the order is placed
- Before delivery
- At contract review
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- Approved: raise the purchase order
- Approved with conditions
- Not approved: return to the requester
- Escalated to a higher authority
- Contract or price review dateDate
- Approver's role*Short answer
- Approver's delegated limit (£, excluding VAT)*Number
From your scheme of delegation.
- Value being approved (£)Worked out by the form
- Value against the limitWorked out by the formShown when “Approver's delegated limit (£, excluding VAT)” is answered
- WarningThe value is above this approver's delegated limit. Send it to someone with a higher limit.Shown only when the answers above make it relevant
- Purchase order number raisedShort answer
- Conditions of approval*NotesShown when “Decision” is “Approved with conditions”
- Approval noteNotes
- Approver nameShort answer
- Approver signature*Signature
- Finance or second approver nameShort answer
- Finance or second approver signatureSignature
See it filled in
A completed procurement checklist report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Procurement checklist FAQs
How many quotes do I need?
As many as your own purchasing policy says for that value. The form does not set a number: you enter the number your policy needs, and the form flags it if you have fewer compliant quotes and asks why and who agreed it.
What makes a quote compliant?
On this form a quote is compliant when it meets the specification, the terms are agreed, and the supplier is already approved or has been evaluated. A cheap quote from a supplier you have not checked does not count towards the lowest compliant price, so the saving against budget compares like with like.
Do public bodies use this form?
Only alongside their procurement procedure. Since 24 February 2025 the Procurement Act 2023 has applied to covered procurements by contracting authorities, including duties to identify and keep under review conflicts of interest (section 81) and to stop a conflict giving a supplier an unfair advantage or disadvantage (section 82). This checklist is an internal approval record, not a tender record.
Sources: Procurement Act 2023, section 81, conflicts of interest: duty to identify and Procurement Act 2023, section 82, conflicts of interest: duty to mitigate.
Why record gifts and hospitality from bidders?
Under section 7 of the Bribery Act 2010, a commercial organisation commits an offence if a person associated with it bribes someone to win or keep business for it, and having adequate procedures to prevent bribery is a defence. The Ministry of Justice publishes guidance on those procedures. Declaring interests and recording gifts on each purchase is one way to show the procedure is followed.
Sources: Bribery Act 2010, section 7, failure of commercial organisations to prevent bribery and GOV.UK, Bribery Act 2010 guidance (Ministry of Justice).
What is a delegated authority limit?
The highest value a person may approve, set in your organisation's scheme of delegation. You enter the approver's limit and the form compares it with the value being approved, flagging anything above it so it goes to someone with a higher limit.
Can I attach quotes and photos?
Yes. Each quote has a place for the quote document, the request can carry photos of the fault or the worn item with the date and time stamped on them, and the SiteSurvey app can scan the data plate of equipment being replaced. The approved checklist is a PDF report you can share by link.
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