Vendor evaluation checklist
ChecklistOperationsSmall business
When to use this checklist
Use this checklist when you’re selecting a vendor (software, services, or ongoing support) and you want a consistent way to compare options. It’s designed for small teams that need structure without bureaucracy.
Quick scoring method
Pick a 1–5 scale for each area (1 = poor, 5 = excellent). Document short notes, not just scores.
| Category | What to check | Common red flags |
|---|---|---|
| Fit & scope | Does it solve the real problem? What is explicitly out of scope? | Vague promises, unclear deliverables |
| Pricing | Transparent pricing, renewal terms, usage limits, add-ons | Hidden fees, unclear renewals |
| Support | Response times, escalation, documentation, coverage hours | No SLA, “email only” with no timeline |
| Security | Access controls, data handling, incident process, vendor posture | No clear security contact, hand-wavy answers |
| Contract | Termination, data export, liability terms, change management | Hard-to-exit terms, unclear data ownership |
Step-by-step checklist
- 1) Define the job-to-be-done. Write a one-paragraph problem statement and success criteria.
- 2) Create a baseline comparison table. Same questions for every vendor.
- 3) Ask for a clear scope. What’s included, what’s not, what’s “extra.”
- 4) Verify support reality. Request SLAs, response targets, and escalation steps.
- 5) Review the exit plan. Data export, offboarding, and termination terms.
- 6) Document assumptions. Anything “we think” should be written down.
Tip: If two vendors look similar, prioritize the one with clearer terms, better support clarity, and simpler exit options.
Copy-paste mini template
Use this block in your internal notes:
Vendor: ____
Scope: ____
Pricing: ____
Support: ____
Security/Access: ____
Contract/Exit: ____
Decision: ____ (why)
Scope: ____
Pricing: ____
Support: ____
Security/Access: ____
Contract/Exit: ____
Decision: ____ (why)
Have a correction or suggestion? Email support@oppartnersusa.com.