Responsible Sourcing Brief
A practical reference for buyers and project sponsors
Northstar Services is fictional. Its example concerns a planned office-desk purchase. Use the sourcing context to decide which supplier responsibility questions are relevant; this brief supports coordination and does not replace approved organizational procedures.
Start by describing what is being sourced, where and how it will be supplied, and what is known or uncertain. Ask focused questions that help clarify material concerns rather than sending every supplier the same broad questionnaire.
Material concerns
Choose questions that fit the goods or services and their supply context
For the desk purchase, the requester notes the proposed materials, the stated manufacturing locations, and any production stages not described in the supplier’s information. These details help the buyer frame focused questions; they do not establish that a particular risk exists.
For another purchase, the relevant considerations may differ. Identify what is material to the item or service, how it is supplied, and what remains unknown before deciding what information would be useful.
Evidence requested
Illustrative prompts for discussion—not universal requirements, certifications, or proof of compliance
| Concern area | Proportionate question | Possible evidence to discuss |
|---|---|---|
| Materials and origin | What materials are used, and which production stages or locations does the information cover? | A material description or supplier statement that identifies its stated scope |
| Working practices | What information can you share about the supplier’s approach at the relevant production or service locations? | A relevant policy, summary, or other supplier-provided information for review |
| Environmental information | What environmental information is available for the product or service being sourced? | A product or service information sheet, with its scope and coverage described |
Clarify what the evidence covers
Worked example: a statement names a materials source but not subcontracted assembly
The buyer records that the supplier statement identifies a materials source, but does not say whether it covers subcontracted assembly. The next question is: “Which production stages and locations are included in this statement, and does it cover assembly performed by subcontractors?”
If the answer remains unclear, note the specific gap and the evidence considered, then route the question to the procurement reviewer or relevant subject-matter reviewer under the organization’s approved process. Do not treat a statement as covering stages it does not describe.
Review ownership
Coordinate the handoff by role; follow your organization’s approved ownership and escalation route
Requester or project sponsor
Describe the business need and sourcing context so reviewers can assess whether questions and evidence are relevant.
- State the intended use and scope of the purchase.
- Identify known constraints or unanswered questions.
Procurement reviewer
Coordinate the sourcing review and help determine the appropriate next handoff when information is incomplete.
- Keep the supplier question connected to the sourcing scope.
- Record material evidence gaps for the appropriate review.
Subject-matter reviewer
Assess concerns within their assigned area of expertise and advise through the organization’s established process.
- Review information within the assigned remit.
- Use the approved escalation route for concerns outside that remit.
Ongoing checks
A coordination aid for keeping the review understandable over time, not an automated workflow or policy
-
1
Retain the evidence considered
Keep a clear record of the supplier information reviewed and the scope it describes.
-
2
Note gaps and follow-up
Describe what remains uncertain and record the next step agreed through the approved review process.
-
3
Revisit after a material change
Consider whether review is needed when the sourcing scope, supplier, production stages, or available information changes materially.
Questions and answers
Use these answers to frame the next sourcing conversation
Does every supplier need to provide the same evidence?
No. Match questions and evidence requests to the goods or services, supply context, and material concerns. The examples above are prompts, not a universal evidence list.
What should I do when the information is incomplete?
Record the specific gap and what the supplier information does and does not cover. Refer it to the procurement reviewer or the appropriate subject-matter reviewer through your organization’s approved process.
Who decides whether a concern needs further review?
The organization’s approved process determines review ownership and escalation. The requester supplies context, procurement coordinates the sourcing review, and designated subject-matter reviewers assess concerns within their remit.