Supplier post-claim requalification scorecard
After a supplier finishes, delays or fails a claim recovery, the buyer still needs one final decision: can this supplier receive the next order? This scorecard turns the recovery outcome into a retain, watch, restrict or replace decision.
1 · Score the evidence
| Dimension | 0 | 1 | 2 |
|---|---|---|---|
| Recovery result | No recovery or forced loss | Partial / late recovery | Full recovery with proof |
| Root cause | Unknown or denied | Explained but weak proof | Verified root cause and fix |
| Communication | Avoided, delayed, changed story | Responded after pressure | Proactive and documented |
| Control upgrade | No future prevention | Informal promise only | New QC, packaging, process or inspection gate |
| Commercial fairness | Shifted cost to buyer | Shared cost with dispute | Accepted fair responsibility |
2 · Decision bands
- 0–3 Replace Stop new orders and open backup supplier sourcing.
- 4–6 Restrict Only allow low-value or sample orders with stronger payment controls.
- 7–8 Watch Continue with smaller batches, added inspection and management review.
- 9–10 Retain Supplier recovered well; keep the record but allow normal ordering.
If the claim involved safety, compliance, counterfeit documents or deliberate concealment, override the numeric score and move directly to Replace.
3 · Requalification meeting prompts
- What exact evidence proves the recovery is complete or incomplete?
- Which production, packing, inspection, document or shipping step failed?
- Did the supplier reveal the issue early or only after buyer pressure?
- What control will prevent the same failure on the next order?
- What new limit should apply: deposit cap, order cap, inspection gate or approval requirement?
4 · Copy-ready supplier note
Subject: Supplier requalification after claim [claim ID]
Hello [supplier name],
We have reviewed the recovery outcome and will update your supplier status before any new order is released. Please send final evidence for [recovery item], the root-cause explanation, and the prevention control that will apply to future production.
If the evidence is complete, we may continue with controlled orders. If the evidence is incomplete or the same issue repeats, future orders may be restricted or moved to alternative suppliers.
Operating rule
Do not let a closed claim automatically reset supplier risk to normal. A supplier earns requalification through recovery evidence, a believable root-cause fix and a visible future-control gate. The buyer should document the decision before the next deposit, purchase order or shipment release.