For TMCs, corporate travel and procurement

Ground Supplier Assessment Checklist

Use this checklist to record the evidence your team reviewed and the conditions for approving a Ground Supplier. A GNet profile is a starting point; supplier approval remains your organization’s decision.

Download editable spreadsheet (CSV)Download text template (Markdown)

Free to use, no signup. Open CSV in your spreadsheet app; Markdown is an editable plain-text document. Version: September 29, 2026.

How to use this template

Create one assessment per legal entity and market. Record the reviewer, review date and planned recheck date.
Record evidence references and expiry dates in your approved document system. Mark missing information as pending rather than approved.
Resolve exceptions, confirm the operating workflow and have the accountable owner record the approval decision before launch.

Adapt these questions with your procurement, risk and legal teams. This template does not establish compliance, insurance coverage or supplier approval. The requirements are yours to agree with suppliers; they are not a list of services provided by GNet.

Questions and evidence to record

Legal entity and contacts

Confirm the contracting entity, trading name, operating locations and commercial and operational contacts.

Market fit

Confirm actual service area, trip types, operating hours, lead times, primary/backup role and capacity for your expected demand.

Operating permissions

Review the permissions applicable to the entity, drivers, vehicles and locations. Record authority, reference, scope, validity and any limitations.

Insurance review

Request current evidence and check legal entity, dates, limits and scope against your requirements with the appropriate reviewer. Record unresolved coverage questions.

Driver standards

Review the supplier’s screening, training and operating standards, including who verifies them and how exceptions are handled.

Subcontracted service

Confirm whether another supplier may perform trips, the approval process, applicable standards and who remains accountable.

Fleet and accessibility

Confirm required classes, capacity, accessibility arrangements and substitution rules. Check actual trip availability separately.

Traveler support

Confirm pickup instructions, traveler contact process, disruption escalation, incident reporting and after-hours responsibility.

Commercial terms

Agree rates, included/excluded charges, payment terms, billing entity, waiting, cancellation/no-show rules and disputes.

Booking workflow

Confirm booking and change channels, acknowledgments, cancellation handling, status updates and any integration prerequisites through a controlled test.

Data handling

Record what traveler data is necessary, who receives it, retention/deletion expectations and approved transfer channels.

Evidence currency

Record document owner, evidence reference, expiry/review dates, reminder owner and what happens when evidence expires.

Pilot acceptance

Record agreed success measures, test-trip scope, issue handling and acceptance owner. Distinguish measured results from supplier statements.

Approval and reassessment

Record approved/conditional/pending/rejected status, exceptions, authorized approver and next review date. Reassess when entity, service or subcontracting arrangements change.

Continue your supplier evaluation

Discuss your supplier requirements