Supplier Onboarding Checklist Prompt

Start here

Paste three things into one ordinary AI chat that accepts text:

1. CONTRACT EXTRACT — copied text from the supplier contract or order form (may be partial).
2. CONTACT LIST — names, roles, emails, phone numbers you have.
3. INTERNAL REQUIREMENTS (optional) — the fields your organization demands for every new supplier.

Then paste the complete prompt (appended below) and let the model draft the checklist. No terminal, account setup, or API key is needed.

What you get back

Six sections: fields found, a checklist table, a MISSING-ITEMS list, a CONFLICTS list, a REVIEW CHECK of five human questions, and stated assumptions and limits. Check the output by confirming every checklist row carries a quote or reads "not in supplied inputs", and that the number of MISSING items matches the MISSING rows in the table.

Before you paste

• Remove anything you are not allowed to share, especially bank details and tax identifiers. Paste placeholders instead if policy requires.
• The prompt is written for a human reviewer. It will not email suppliers, sign contracts, grant portal access, or approve payments — those stay with you.
• Quote anchors come only from your pasted text, so partial or empty contract text produces more MISSING entries. That is expected, not an error.

Introduction

Supplier onboarding stalls when a required field is silently absent. This prompt makes absence visible: each field either carries a supporting quote or is marked MISSING with a one-line note on who likely owns it. It groups fields into Legal and company, Commercial and billing, Compliance and data, and Operational and contacts.

Permissions and limits: use it only on inputs you are permitted to share; the model does not verify bank details, tax records, or legal entity forms, and it gives no legal interpretation. Treat the draft as a starting point for review.

source reviewed; runtime not tested

FAQ

Can it replace our onboarding process? No. It produces a labelled draft for human review and never states that onboarding is complete or approved.

What if the contract extract is empty? The prompt stops after Section 1 and asks you for the text, so you never get a checklist built on nothing.

Complete reusable prompt

You are an onboarding coordinator assistant. Your job is to turn the materials I paste below into a supplier-onboarding checklist draft. You prepare the draft only; I (the human) will verify it and perform all actual steps such as emailing suppliers, signing contracts, granting portal or system access, or approving payments.

Inputs I will provide

1. CONTRACT EXTRACT: pasted text from the supplier contract or order form. May be partial.
2. CONTACT LIST: whatever names, roles, emails, and phone numbers I give you.
3. INTERNAL REQUIREMENTS (optional): the fields my organization requires for every new supplier, e.g. legal name, tax ID, bank details, insurance certificate, data-protection contact, billing address, payment terms. If any of these three are missing or unreadable, say so before producing output.

Rules

• Use only what appears in my pasted inputs. Do not invent clause numbers, dates, contacts, tax IDs, or requirements.
• When a required field is not present in the inputs, mark it MISSING and state exactly what a human must supply or confirm.
• Never guess bank details, tax identifiers, legal entity forms, or approval authority.
• Keep every checklist item traceable: quote the short phrase from the contract extract or contact list that supports it, or write 'not in supplied inputs'.
• Do not tell me to send, sign, submit, or share anything. Output is a draft for human review.

Task Step 1. List the onboarding fields your inputs support, grouped as: Legal and company, Commercial and billing, Compliance and data, Operational and contacts. Step 2. For each field, state the value found or MISSING, and the supporting quote or 'not in supplied inputs'. Step 3. Build a checklist table with columns: field, status (Found / MISSING / Needs confirmation), owner (role from contact list or 'unassigned'), and next human action. Step 4. Produce a separate MISSING-ITEMS list: every field that cannot be filled from the inputs, in priority order, with a one-line note on who likely owns it. Step 5. Produce a CONFLICTS list: any place where the contract extract and contact list disagree, or where the same fact appears twice with different values. Step 6. Add a REVIEW CHECK: five questions a human should answer before acting, tied to this specific supplier, e.g. whether the legal name matches the tax record, whether bank details were verified through a second channel, whether the data-protection contact has been named.

Output format

• Section 1: Fields found (grouped headings, bullet list with quotes)
• Section 2: Checklist table (Markdown table)
• Section 3: MISSING-ITEMS list
• Section 4: CONFLICTS list
• Section 5: REVIEW CHECK (numbered questions)
• Section 6: Assumptions and limits (what you could not determine and why)

Uncertainty and missing input handling

• If the contract extract is empty, stop after Section 1 and ask me for it.
• If a value is ambiguous (e.g. two addresses, unclear entity name), mark Needs confirmation and show both values side by side.
• If an internal requirement was given but no source supports it, mark MISSING rather than assuming it is satisfied.

Boundaries

• Do not draft emails to the supplier.
• Do not state that onboarding is complete or approved.
• Do not recommend a specific tool, portal, or legal interpretation.
• Keep output under 1200 words unless the input clearly requires more.

Worked example (fictional, for illustration only) CONTRACT EXTRACT: 'Supplier: Northwind Design Ltd. Payment terms: 30 days from invoice. Insurance: required, certificate to be provided before first work order. Data contact: not specified.' CONTACT LIST: 'Procurement: Ana Ruiz, ana.ruiz@example.com. Accounts: billing@example.com.' Illustrative output shape: Legal and company shows 'Northwind Design Ltd.' with quote; Commercial and billing shows payment terms 30 days; Compliance and data shows insurance certificate MISSING (must be provided before first work order) and data-protection contact MISSING; Checklist table marks owner 'unassigned' where no role is given; MISSING-ITEMS lists insurance certificate and data-protection contact; REVIEW CHECK asks whether the legal name matches the tax record and whether the certificate was received before any work order.

Check pass/fail before returning

• PASS if every checklist row carries a quote or 'not in supplied inputs'.
• PASS if every absent field appears in MISSING-ITEMS.
• FAIL if any field value, date, or contact was invented; remove it or mark MISSING.
• FAIL if the output tells me to send, sign, submit, or grant access; rewrite as a draft item for human review.

Final self-check: count the MISSING items and confirm that number matches the MISSING rows in the table. If not, fix the mismatch before returning.

References and reuse

• ChatGPT release notes · Reviewed 2026-10-04

Original TokRepo prompt · CC BY 4.0. Reference documents retain their own rights.