The way your suppliers behave reflects on your organisation, so setting out clear conduct expectations — and asking suppliers to acknowledge them — is a basic part of responsible sourcing. A supplier ethics declaration states your standards on bribery, conflicts of interest, fair dealing and lawful conduct, and gives the supplier a place to confirm they will uphold them. This free Word template provides that structure. It is a published policy framework that supports the obligations and defences under Section 17A of the Malaysian Anti-Corruption Commission Act — not a certification — and you should adapt it to your own programme.
What an ethics declaration establishes
The declaration puts your expectations in writing and asks the supplier to acknowledge them before or during onboarding. It covers the areas most likely to create exposure — bribery and improper inducements, undisclosed conflicts of interest, and unlawful or unfair conduct — so both sides start the relationship with a shared understanding.
It works as part of a wider programme rather than in isolation. A signed declaration supports the obligations and defences an organisation relies on under Section 17A of the MACC Act — it is a policy-framework document, not a certification, and its value comes from being embedded in real due diligence and monitoring.
Using the declaration
Adapt and issue the declaration as part of onboarding:
- Insert your organisation's name and align the clauses with your existing policy.
- Adjust the gifts, hospitality and facilitation thresholds to your own rules.
- Ask the supplier to disclose any actual or potential conflicts of interest.
- Have an authorised signatory of the supplier sign and date the acknowledgement.
- Retain the signed declaration on the supplier's file for your governance records.
Embedding it properly
Treat the declaration as one step in due diligence, not a box-ticking exercise — pair it with risk assessment and periodic review. Keep the wording consistent with your own anti-bribery policy so suppliers receive one coherent standard. Refresh signed declarations when a supplier's ownership or key personnel change, and store them where your compliance and audit teams can retrieve them.
Download the Supplier Ethics Declaration Template
Free, editable Word (.docx). Complete the form above and your download starts instantly.
Common questions
What is a supplier ethics declaration template?
It is an editable document that sets out your conduct, anti-bribery and integrity expectations for suppliers and provides an acknowledgement block for an authorised supplier signatory to confirm they will uphold them.
Does this declaration certify a supplier is compliant?
No. It is a policy-framework document that supports the obligations and defences under Section 17A of the MACC Act. It is not a certification, and it should sit within your wider due diligence and monitoring programme.
What format is the template in?
A Microsoft Word (.docx) document with editable clauses and placeholders, so you can align it with your own anti-bribery policy and governance framework.
Is this supplier ethics declaration template free?
Yes. Enter your work email above and the editable Word document downloads automatically at no cost.
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