When to use it
- The team has discovered multiple supplier options.
- Stakeholders need to understand why certain suppliers are being advanced.
- The sourcing event should not start until inclusion rationale is clear.
Shortlist strategy
Supplier Shortlist Planning Toolkit
Shortlist planning connects intake, market scan, supplier discovery, and cost-driver work into a transparent recommendation for the next phase.
Version 1.1. Last reviewed July 11, 2026.
Overview
Document why suppliers should be advanced, held, removed, or reviewed before formal evaluation begins.
Shortlist planning connects intake, market scan, supplier discovery, and cost-driver work into a transparent recommendation for the next phase.
Example artifact
How this playbook shows up in the sourcing packet.
This playbook produces a reviewable artifact that connects to the starter-kit workflow. It should capture source notes, assumptions, owners, status, open questions, and the decision gate for the next sourcing stage.
When it is not sufficient
It is not a final supplier selection, RFP evaluation, contract award, legal approval, or vendor risk review. It supports review before those later steps.
Decisions supported
- Which suppliers should advance to the next phase.
- Which suppliers should be held or removed.
- Which questions must be answered before outreach or formal evaluation.
Inputs required
- Supplier discovery grid
- Market scan evidence
- Cost-driver assumptions
- Constraints and exclusions
- Stakeholder priorities
Included artifacts
- Shortlist planning grid
- Inclusion rationale
- Known constraint field
- Unresolved-question tracker
- Reviewer notes
Example prompts and questions
- Why include this supplier?
- What evidence supports the recommendation?
- What could make this supplier unsuitable?
- What must be validated before next step?
Illustrative use case
Illustrative example: a regional facilities provider may advance because it appears to match coverage needs, while a national provider may be held until the team understands the subcontracting model.
Common mistakes
- Advancing suppliers because they are familiar.
- Failing to record exclusion logic.
- Ignoring unresolved questions.
- Treating shortlist planning as final selection.
Frequently asked questions
Is a shortlist the same as a vendor evaluation?
No. It is a sourcing readiness artifact before formal evaluation or scoring.
Should rejected suppliers be documented?
Yes, when the rationale may matter later.
Related playbooks and examples
Next step
Use the starter kit, then request the full sourcing playbook overview.
The free kit shows the workflow. The full package discussion can cover team use, advisory use, category-specific adaptations, and implementation support.