Customers and sales
Template: minutes from a supplier meeting
A minute template for regular supplier meetings, with delivery against contract, deviations, changes and a field of its own for what may affect price or deadline.
MINUTES: SUPPLIER MEETING
Contract: [contract name or number]
Supplier: [name]
Meeting no. [__] | [date], [__.__]–[__.__] | [place or meeting format]
PRESENT
From [supplier]: [Name], [role]
From us: [Name], [role]
DELIVERY AGAINST CONTRACT
Item Agreed Delivered Note
[item] [requirement] [actual] [...]
[item] [requirement] [actual] [...]
DEVIATIONS
- [Deviation]: [when discovered], [measure], owner [name], due [date]
CHANGES
- [Change]: [notified [date]], [status: under consideration / approved /
rejected], [consequence for price and deadline]
MAY AFFECT PRICE OR DEADLINE
[Everything from the meeting that could move cost or delivery time,
gathered here regardless of where in the meeting it came up. If there is
nothing, write "none".]
DECISIONS
1. [What was decided]
TASKS
| # | Task | With whom | Due |
|---|------|-----------|-----|
| 1 | | | |
NEXT MEETING
[date, time]
Minutes taken by: [name]
Comments to be submitted in writing within [number] days.How to use it
- Write the minutes yourself if you are the buyer. Whoever takes the minutes in practice governs what is considered agreed. If the supplier writes them, you have to read every single one and object in writing the moment something is wrong.
- Gather everything that could move price or deadline in one place. Then neither party has to search through twelve sets of minutes when the account is settled.
- Write the date a deviation was discovered. Notification and complaint deadlines run from a point in time, and the minutes are often the only thing that fixes it.
- Set a deadline for comments. Without one it is unclear when the minutes count as accepted.
See also
Client meeting for the other side of the table.
Frequently asked questions
Because the minutes are what counts when the parties later disagree about what was agreed. Verbal clarifications in a status meeting tend to be remembered differently by buyer and seller.
Delivery against contract, deviations with a deadline for correction, and anything that may affect price or delivery time. The last should be gathered in one place, so it does not have to be dug out of twelve sets of minutes later.
The buyer, if possible. Whoever takes the minutes in practice governs what is considered agreed. If the supplier writes them, you have to read every set and object in writing when you disagree.