Quick answer: A supplier approval questionnaire (SAQ) is a form buyers send to new suppliers to learn about their company, food safety system, quality controls, certifications and documents. It is usually the first step in approving an ingredient supplier. Clear, honest answers backed by documents speed up approval. Buyers use the answers to decide whether to approve, audit or reject a supplier.
Key takeaways – SAQs are the first step in supplier approval. – They cover company, food safety, quality and compliance. – Answers should be honest and backed by documents. – Buyers use them to assess risk.
Why do buyers use SAQs?
Food brands are responsible for the safety of their products, including the ingredients they buy. Food safety standards such as BRCGS, FSSC 22000 and SQF, and laws such as the US Food Safety Modernization Act, require a supplier approval process. A questionnaire gives a consistent way to collect information from every supplier.
What does a typical SAQ ask?
| Section | Typical questions |
|---|---|
| Company | Name, address, contacts, years in business |
| Food safety | HACCP plan, certifications, audits |
| Quality | Specifications, testing, certificates of analysis |
| Allergens | Allergens on site, controls |
| Traceability | Lot coding, recall procedure, mock recall results |
| Pest control | Contractor, frequency, records |
| Facilities | Water source, waste handling, cleaning |
| Compliance | Organic, halal, kosher, non-GMO, social audits |
Which documents are usually attached?
- Product specification.
- Sample certificate of analysis.
- Food safety certificates and audit reports.
- HACCP summary or flow chart.
- Allergen and GMO statements.
- Organic or other certificates if relevant.
- Recall procedure and contact list.
How should suppliers answer?
- Answer every question; write “not applicable” where needed.
- Be honest about what is and is not in place.
- Keep answers consistent with other documents.
- Name a contact person who can answer follow-up questions.
- Update the questionnaire when something changes.
Inaccurate answers can damage trust and lead to delisting later.
What happens after the SAQ?
The buyer reviews the answers and documents and rates the risk. Low-risk ingredients from certified suppliers may be approved directly. Others may need a sample trial, a remote audit or an on-site audit. Most buyers review approved suppliers again every one to three years.
Tips for buyers
- Keep questionnaires focused on what matters for the ingredient.
- Ask for documents, not just yes or no answers.
- Combine the SAQ with sample testing.
- Set a review date for each supplier.
Where does IMC fit?
PT Integral Mulia Cipta (IMC Group) has produced coconut sugar in Central Java since 2012 and exports to customers abroad, including the USA. IMC offers mesh 14 and mesh 50 granules in paper bags with a food-grade PE liner. Buyers can send their supplier questionnaire to the IMC team.
FAQ
What is an SAQ? A questionnaire buyers use to assess new suppliers.
How long does approval take? From days to months, depending on risk and audits.
What if a question does not apply? Write “not applicable” and explain briefly.
How often is an SAQ updated? Usually every one to three years or when things change.
Questions about coconut sugar for your products? PT Integral Mulia Cipta (IMC Group), a Central Java producer since 2012, is happy to help. Email info@organic-coconut-sugar.com or WhatsApp +62 811 880 62273.
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