What is the trade reference response form template?
When a new customer applies for credit and lists trade references, the next step is usually a round of emails to their suppliers asking the same questions. Replies come back in every format, some as a single line, and comparing them takes longer than it should.
This three-page form puts the questions in order. The supplier says who they are and who asked for the reference, then names the customer and confirms whether the customer has authorised the reference. If not, a note explains they can submit without account details. If so, they give the account history: customer since, last sale, account status, payment terms, credit limit, highest balance, current balance, overdue amount and average days to pay.
The last page records the payment record, any returned payments, disputes, payment plans or collections, whether they'd extend credit again, and comments. Each response is saved as a PDF in your FileIt vault next to the credit application.
- Best for
- Credit controllers, wholesalers, distributors and trade suppliers
- Filled in by
- The customer's existing suppliers
- Time to complete
- About 3-5 minutes
- Includes
- Authorisation check, terms and limits, balances, payment record, recommendation
Who uses a trade reference response form?
- A wholesaler checking three references listed on a new trade account application
- A credit controller reviewing a customer who asked for a higher limit
- A manufacturer vetting a new distributor before agreeing payment terms
- A building merchant opening a trade account for a contractor
- A supplier answering a reference request with a consistent, recorded reply
- A finance team standardising how references are collected and stored
Questions on this trade reference response form
24 questions over 3 pages · includes conditional questions, multiple pages, consent checkbox.
1 About you
- Your company*
- Completed by*
- Job title*
- Email*
- Phone
- Reference requested by
2 The account
- Customer name*
- Their account number with you
- Has the customer authorised you to give this reference?*
- Customer since asked only when it applies
- Date of last sale asked only when it applies
- Account status* asked only when it applies Active · Inactive · Closed · On hold or stop
- Payment terms* asked only when it applies Cash on delivery or prepayment · 7 days · 14 days · 30 days · 45 days · 60 days · End of month following · Other
- Credit limit asked only when it applies
- Highest balance in the last 12 months asked only when it applies
- Current balance owed asked only when it applies
- Amount currently overdue asked only when it applies
- Average days to pay asked only when it applies
3 Payment record
- Payment record* asked only when it applies Pays within terms · Usually pays a little late · Often slow — needs chasing · Poor — serious arrears · Too new to say
- Has any of the following happened? asked only when it applies Returned or bounced payments · Frequent invoice disputes · Payment plan agreed · Referred to collections or legal action · Account put on stop
- Details asked only when it applies
- Would you extend credit to this customer again on the same terms? asked only when it applies Yes · Yes, with a lower limit or shorter terms · No · Prefer not to say
- Other comments
- Confirmation*
The trade reference response form, page by page
1 About you
The supplier gives Your company, Completed by, Job title, Email and Phone, plus who the reference was requested by.
2 The account
The supplier names the Customer and their account number. Has the customer authorised you to give this reference? is required. Answering no shows a note and skips the account detail.
With authorisation, the form asks Customer since, Date of last sale, Account status (active, inactive, closed or on hold), Payment terms from cash on delivery to 60 days or end of month following, Credit limit, Highest balance in the last 12 months, Current balance owed, Amount currently overdue and Average days to pay.
3 Payment record
Payment record ranges from pays within terms to poor, with a Too new to say option. Has any of the following happened? lists returned payments, frequent disputes, a payment plan, collections or legal action, and the account being put on stop; ticking any opens a Details box. The supplier says whether they'd extend credit again on the same terms, adds comments and confirms the reference is given in good faith.
Make the template yours
- Prefill the customer name and requester when you send personal links to each referee
- Change the payment terms options to the ones common in your trade
- Change the currency fields to your local currency
- Add a question about how the customer usually pays, such as transfer, card or cheque
- Attach the customer's signed authorisation in a paragraph or link so referees can see it
- Send copies of each response to your credit team's inbox
Tips for a better trade reference response form
- Send the customer's written authorisation with the request — suppliers answer faster when they have it
- Ask for average days to pay, not just whether they pay within terms
- Compare the highest balance with the limit you're considering
- Don't rely on one reference; look for a pattern across several
- Keep references with the credit application so the decision can be explained later
Every response becomes a PDF in your vault
Each reference is saved as a PDF in the vault folder you choose, so it sits with the customer's application. You're emailed when one arrives.
The Responses table lets you compare all references for the same customer, and the CSV export puts their terms, limits and payment records side by side.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Trade reference response form: frequently asked questions
Is this trade reference template free?
Yes. It's a starter template in the FileIt Forms app on every account.
Do suppliers need a FileIt account to reply?
No. They open the link you send and fill it in.
Can I prefill the customer's name?
Yes. Send personal links from the form's sharing options with the customer name prefilled.
What if the supplier won't share details without permission?
The form asks about authorisation first. Without it, the supplier can submit without account details and you'll know to get the customer's consent.
Does this replace a credit bureau report?
No. Trade references are one part of a credit decision. Many businesses use them alongside bureau reports and the customer's own accounts.
Can I use it to answer reference requests we receive?
Yes. Fill it in yourself for each request and you'll have a consistent record of what you said.