Vendor Relationship Handover

When to use this

Vendors notice when the internal owner changes. A clean handover plus a short joint call with the vendor signals continuity and protects the relationship.

What’s included

• Relationship summary
• Their account team
• What we buy and how it's used internally
• Performance over the last 12 months
• Contract essentials
• Watchouts
• Recommended first contact
• On the contract review cycle

What to customise before you use it

• Replace Vendor name with your real meeting, project, or stakeholder details.
• Replace Name with your real meeting, project, or stakeholder details.
• Replace Date with your real meeting, project, or stakeholder details.
• Replace Amount with your real meeting, project, or stakeholder details.
• Replace Yes / no — notice period if no with your real meeting, project, or stakeholder details.
• Replace What with your real meeting, project, or stakeholder details.
• Replace List with your real meeting, project, or stakeholder details.
• Replace Yes / no — examples with your real meeting, project, or stakeholder details.
• Replace Examples with your real meeting, project, or stakeholder details.
• Replace List, with status with your real meeting, project, or stakeholder details.

# Vendor Relationship Handover — [Vendor name]

**Outgoing owner:** [Name]   **Incoming owner:** [Name]   **Handover date:** [Date]

## Relationship summary
- Engagement start: [Date]
- Current annual spend: [Amount]
- Contract end: [Date]
- Auto-renew: [Yes / no — notice period if no]

## Their account team
| Name | Role | Direct? | Preferred channel | Note |
|------|------|---------|--------------------|------|
|      |      |         |                    |      |

## What we buy and how it's used internally
- Service: [What]
- Internal owners by use case: [List]

## Performance over the last 12 months
- SLA met: [Yes / no — examples]
- Issues raised and resolved: [Examples]
- Open issues: [List, with status]

## Contract essentials
- Stored at: [Link]
- Notice clauses: [Plain-English summary]
- Variation rights: [Plain-English summary]
- Pricing mechanism: [How it changes]

## Watchouts
- [Their account manager whose style needs handling]
- [Topic on which we have specific commercial sensitivity]
- [Past incident worth knowing about]

## Recommended first contact
- A joint introduction call: incoming owner + outgoing owner + vendor's account lead. 30 minutes within first week of handover.

## On the contract review cycle
- Next review point: [Date]
- Internal review document goes through [Procurement / Legal] [N weeks] before that.