Before committing to a new supplier, verify who the business is, what it will provide and whether the evidence supports the requirements of the engagement. Scale the checks to the actual work, risk and approved purchasing process.
No single document proves that a supplier is suitable in every respect. A public business-register entry, for example, is different from evidence of technical capability or verified payment details.
Confirm identity and the proposed scope
Check the legal entity, trading information where relevant and the party named in the quote or contract. Resolve inconsistencies before approving a commitment.
ABN Lookup provides public Australian Business Number information from the Australian Business Register. Its guidance on public information also explains limitations, including that public details do not provide a business’s street address, email or telephone contact.
An ABN match does not authenticate an email sender or confirm ownership of a bank account. Use the organisation’s independent verification process for sensitive changes or payment instructions.
Use a practical supplier-check record
Document:
- Entity: verified business identity and the party being engaged.
- Scope: goods or services and relevant specifications.
- Capability: experience, resources or other evidence suited to the work.
- Requirements: applicable licences, approvals or conditions and verification source.
- References: appropriate enquiries, authority and relevant findings.
- Terms: delivery, acceptance, payment and other matters to review.
- Information: necessary access, privacy and security arrangements.
- Decision: unresolved questions, authorised reviewer and outcome.
Do not require every supplier to provide the same extensive personal or commercial information without a reason. Keep records proportionate and appropriately protected.
Check claims against the actual requirement
The Australian Government’s supplier guidance discusses evaluating suppliers and agreeing terms. Identify which evidence matters for this purchase rather than choosing solely from a polished presentation.
If a credential is required, check its scope and current status with the appropriate source. A certificate relating to one activity may not cover another, and a subcontracting arrangement can create additional questions about who performs the work.
Do not assume a supplier is an approved Games contractor or partner because its marketing refers to major-event opportunities. Verify any relationship relevant to the decision.
A fictional unresolved identity question
In this invented example, a quotation uses a trading name while the proposed contract names a different entity. The purchasing coordinator asks for clarification and checks the relevant public information through the approved process.
The coordinator records the explanation and supporting evidence for review. They do not treat the mismatch as proven fraud or ignore it because the quoted amount is attractive.
The authorised person decides whether the checks and proposed terms are sufficient before commitment.
Keep the checks current
Review material changes to entity, scope, credentials, access or payment instructions through the relevant process. An earlier check does not permanently validate every later transaction.
Retain the decision basis and any conditions requiring follow-up. Useful due diligence makes the actual questions and evidence visible, allowing the business to explain what was checked and what uncertainty remains without claiming that every risk has been eliminated.
For the supplier-side perspective, see preparing a business for contractor opportunities; readiness is different from a verified appointment or contract award.
