Objective
To support companies in reaching out to suppliers to gather relevant information about their practices, sourcing, and risk exposure — building the foundation for risk assessment.
Why this matters
Supplier engagement is the entry point to effective supply chain due diligence. Without open and structured communication, it is impossible to identify, assess, or respond to risks. Many companies rely on limited or outdated information, creating blind spots in their risk management.
A strong supplier engagement process helps businesses move beyond basic declarations, gathering relevant data and initiating an assessment of actual practices across the supply chain.
Key actions checklist
- Develop or update your supplier questionnaireDesign a practical, focused questionnaire aligned with your salient risks. Where appropriate, integrate responsible sourcing questions into existing KYC or onboarding forms.
- Reach out to suppliers to request completed questionnairesCommunicate clearly with suppliers about why the information is being requested and how it will be used.
- Record and centralise supplier responsesEstablish a system — such as a spreadsheet or database — to capture responses in a structured format for review and tracking over time.
- Identify gaps, inconsistencies, or red flags in supplier responsesReview responses to flag missing data, unclear answers, or potential indicators of risk. Follow up where clarification is needed.
- Map suppliers according to their role in the supply chainIdentify whether suppliers are direct producers, intermediaries, traders, or service providers, and capture information about their own upstream suppliers where possible.
Self-Assessment Questionnaire — suggested sections
- Section A: Company and KYC information — legal name, business registration, beneficial owners, registered address, certifications.
- Section B: Products and materials — types of goods supplied, subcontractors used, country of origin for all mined materials (disaggregated by gemstone/metal type), names of precious metals refiners.
- Section C: Social and environmental practices — human rights, child labour, forced labour, health and safety, working hours, wages, and environmental policies.
- Section D: Responsible sourcing — responsible sourcing or supply chain policy, due diligence and risk management practices.
- Section E: Declarations and sign-off — name, position, and date.