---
name: supplier-review-meeting
description: Produces the pack for an annual vendor review meeting: scorecard, issues log, renewal posture, negotiation asks, and post-meeting decision record.
version: 1.0.0
author: VantagePoint Networks
audience: IT Managers, Procurement Leads, Vendor Managers, Account-holding Directors
output_format: Formatted Markdown supplier review pack with pre-meeting brief, scorecard, agenda, negotiation playbook, and post-meeting decision record template.
license: MIT
---

# Supplier Review Meeting

The pack you need for a credible annual vendor review: facts, a scorecard, a clear set of asks, and a decision record - without spending a week on the slides.

## How to use this skill

1. Download this `SKILL.md` file.
2. Place it in `~/.claude/commands/` (macOS/Linux) or `%USERPROFILE%\.claude\commands\` (Windows).
3. Run `/supplier-review-meeting` in Claude Code. Describe the supplier, contract, and what you've observed this year. Answer the question set. Receive the pack.

## When to use this

- Annual supplier / vendor / MSP / SaaS review is due.
- A contract renewal is coming up and you want to go into negotiation with a structured view.
- Performance has drifted and you need to escalate formally without burning the relationship.
- You're standardising supplier reviews across your portfolio and want every one to follow the same shape.
- You're new to vendor management and need a reference pack you can adapt quickly.

## What you'll get

- **Pre-meeting brief** - one page for your own exec, before you walk in.
- **Agenda** - balanced between their pitch and your challenges.
- **Scorecard** - service, commercial, strategic, relationship - quantified where possible.
- **Issues log** - all the things that went wrong this year, with facts not feelings.
- **Wins log** - what went well (credibility with the supplier: you're fair).
- **Negotiation playbook** - your asks, their likely counters, your walkaways.
- **Renewal posture** - renew / renew-with-changes / go-to-market / part-ways.
- **Post-meeting decision record** - captured the same day.
- **Follow-up actions** - for both sides, with due dates.

## Clarifying questions I will ask you

1. **Supplier / vendor name and what they provide?** (Service / product / scope)
2. **Contract term and next renewal date?**
3. **Annual spend?** (Ballpark - drives stakeholder interest)
4. **Who's in the meeting?** (From both sides - roles and names)
5. **Performance this year - headline?** (Strong / mixed / poor)
6. **SLA compliance?** (Met / missed - reference figures)
7. **Notable incidents or issues?** (With dates and outcomes)
8. **What has improved or been delivered well?**
9. **Strategic fit - better / same / worse than a year ago?**
10. **Market alternatives you've been watching?**
11. **What do you want out of this meeting?** (Renewal negotiation anchor / performance improvement / exit preparation / relationship reset)
12. **What's their likely posture?** (Confident renewal / hungry to retain / trying to upsell / preparing for attrition)
13. **Any commercial asks?** (Discount, extended term, price hold, scope expansion included)

## Output template

```markdown
# Supplier Review Meeting Pack: <supplier> - YYYY-MM-DD

**Pack owner:** <name>
**Meeting date:** YYYY-MM-DD HH:MM
**Location:** <in-person / virtual>
**Your attendees:** <names + roles>
**Their attendees:** <names + roles>
**Contract reference:** <ID>
**Contract end date:** YYYY-MM-DD
**Annual spend:** <currency + amount>

## Pre-meeting brief (for your own leadership)
> <3-4 sentences. What supplier, what their value, headline performance this year, what outcome you're going for from this meeting, what you recommend the stance should be.>

## 1. Agenda (proposed)
| Time | Item | Owner |
|---|---|---|
| 0:00-0:05 | Welcome, roundtable | Chair |
| 0:05-0:20 | Year in review - supplier perspective | Supplier |
| 0:20-0:35 | Year in review - our perspective (scorecard) | You |
| 0:35-0:50 | Issues log + remediation | Joint |
| 0:50-1:05 | Strategic fit and roadmap | Joint |
| 1:05-1:25 | Commercial - renewal framework | Joint |
| 1:25-1:30 | Actions, follow-ups, next review | Chair |

**Pre-read shared in advance:** Scorecard (section 2), issues log (section 3), items for discussion (section 5).

## 2. Scorecard
Each area scored 1-5 with written evidence, not just the number.

### Service performance (weight: 30%)
| Metric | Target | Actual | Score |
|---|---|---|---|
| Uptime / availability | <target> | <actual> | <1-5> |
| Response time SLA | <target> | <actual> | <1-5> |
| Resolution time SLA | <target> | <actual> | <1-5> |
| Incident count (P1/P2) | <target> | <actual> | <1-5> |
| Change success rate | <target> | <actual> | <1-5> |
| **Weighted subscore** | | | **<>** |

### Commercial (weight: 20%)
| Criterion | Evidence | Score |
|---|---|---|
| Invoicing accuracy | <evidence> | <1-5> |
| Price stability / predictability | <evidence> | <1-5> |
| Value vs market | <evidence> | <1-5> |
| Flexibility (scope changes, renegotiations) | <evidence> | <1-5> |
| **Weighted subscore** | | **<>** |

### Strategic (weight: 25%)
| Criterion | Evidence | Score |
|---|---|---|
| Product / service roadmap alignment | <evidence> | <1-5> |
| Responsiveness to new requirements | <evidence> | <1-5> |
| Competitive positioning vs market | <evidence> | <1-5> |
| Long-term viability (financial, M&A, innovation) | <evidence> | <1-5> |
| **Weighted subscore** | | **<>** |

### Relationship (weight: 25%)
| Criterion | Evidence | Score |
|---|---|---|
| Account management - accessibility, proactivity | <evidence> | <1-5> |
| Technical support quality | <evidence> | <1-5> |
| Response to escalations | <evidence> | <1-5> |
| Transparency (incident comms, issues) | <evidence> | <1-5> |
| **Weighted subscore** | | **<>** |

**Overall weighted score:** <X>/5
**Trend vs last year:** up / same / down

## 3. Issues Log (this period)
Facts only. Dates, refs, status.

| Date | Issue | Severity | Resolution | Status | Repeat issue? |
|---|---|---|---|---|---|
| YYYY-MM-DD | <issue> | P1/P2 | <outcome> | Closed | No |
| YYYY-MM-DD | <issue> | P2 | <outcome> | Closed | Yes - 3rd time |
| YYYY-MM-DD | <issue> | P3 | <outcome> | Open | - |

**Patterns:** <e.g. "Two incidents tied to change management process; same root cause; supplier acknowledged in January but has recurred">

## 4. Wins Log (this period)
To be read out: you are fair.

- <e.g. "Delivered migration project 2 weeks ahead of schedule, no P1 incidents during cutover">
- <e.g. "Absorbed scope expansion without price change in Q2">
- <e.g. "Account manager escalated a latent issue before it affected users">

## 5. Items for discussion (tabled by us)
Numbered and specific. The supplier should not be surprised by any of these - shared in the pre-read.

1. **<Topic>** - expected outcome: <e.g. "Agreement on remediation plan with named date">
2. **<Topic>** - expected outcome: <>
3. **<Topic>** - expected outcome: <>

## 6. Renewal Posture (internal, not shared with supplier)
- **Recommended posture:** Renew / Renew with changes / Go to market / Part ways
- **Rationale:** <1-2 sentences>
- **Contract end:** YYYY-MM-DD
- **Notice period required:** <N> days
- **Decision needed by:** YYYY-MM-DD

### If "renew with changes"
- Commercial asks: <list>
- Service asks: <list>
- Governance asks: <list>

### If "go to market"
- RFP timeline: <>
- Alternatives shortlist: <>
- Switching cost and risk: <>

### If "part ways"
- Exit provisions in contract: <>
- Transition plan outline: <>
- Communication plan: <>

## 7. Negotiation Playbook (internal, not shared)
| Our ask | Their likely counter | Our response | Walkaway |
|---|---|---|---|
| <3% price reduction> | <"flat renewal"> | <"at flat renewal, we'll need 5% more service on Y"> | <move to spot procurement> |
| <extended term in exchange> | <"locks you in"> | <"2 years with break clause"> | <1-year + market test> |
| <additional service included> | <"outside scope"> | <"then we need a dedicated account resource"> | <partial scope reduction> |

## 8. Decision Record (fill after meeting)
- **Date:** YYYY-MM-DD
- **Decision:** Renew / Renew with changes / Go to market / Part ways
- **Conditions attached:** <>
- **Actions agreed - supplier side:**
  | # | Action | Owner (their side) | Due | Status |
  |---|---|---|---|---|
- **Actions agreed - our side:**
  | # | Action | Owner (our side) | Due | Status |
  |---|---|---|---|---|
- **Next review:** YYYY-MM-DD

## 9. Follow-up Email (send within 48 hours)
> **Subject:** <supplier> review meeting YYYY-MM-DD - summary and actions
>
> Hi <their lead>,
>
> Thank you for joining us yesterday. A summary for our records:
>
> **Agreed decisions:**
> - <>
>
> **Actions for your team:**
> - <> - by <date>
>
> **Actions for our team:**
> - <> - by <date>
>
> **Next review scheduled:** <date>
>
> Please confirm this reflects your understanding. We'll track actions in our next check-in on <date>.
>
> Regards,
> <name>
```

## Example invocation

**User:** "/supplier-review-meeting - annual review with our MSP, ManageCo. 3-year contract, renewal in 6 months, 120k/year. They missed SLA in 4 out of 12 months. But they did deliver our Windows 11 migration well. I want to renew but push for a 10% discount and tighter SLA reporting."

**What the skill will do:**
1. Draft a scorecard that honestly scores service performance as mixed (Windows 11 win + SLA miss in 4 of 12 months), commercial as OK, strategic as open question, relationship as dependent on account manager responsiveness.
2. Build an issues log prompt for the four SLA-miss months with specific dates and severities.
3. Produce a negotiation playbook with the 10% discount ask as primary, SLA reporting cadence as secondary, and a walkaway of go-to-market (with explicit 6-month runway to execute).
4. Include a "wins" section (Windows 11 migration) to read out - increases your credibility when you then land the hard asks.
5. Provide a follow-up email template that captures decisions without softening them.

## Notes for the requester

- **Share the pre-read.** Suppliers walk in prepared; so should you. No surprises in the pack except the private sections (6, 7, 8).
- **Wins before losses.** Reading a wins log before the issues log lowers defensiveness and buys you credibility for the hard part.
- **Never negotiate without a walkaway.** If you can't walk, they know. Even a 6-month spot extension beats not having one.
- **Evidence over feelings.** "We had performance issues" is weak. "INC-2026-0412 unresolved for 8 hours against 4-hour SLA, no proactive update" is strong.
- **Decision records close loops.** A meeting with no written decisions = a meeting that didn't happen. Send the follow-up within 48 hours.
- **"Good" looks like:** the supplier walks out with a clear set of actions and knows where they stand. Your leadership reads the pack and knows what your strategy is without a call.