Supplier review · evidence handoff
Save what the SAM lookup established
A public vendor lookup is a dated observation. A short evidence record lets the next reviewer see exactly which entity was checked, what the source returned and what remains open.
This checklist is editorial guidance. It does not approve a vendor, change a registration or replace the official SAM.gov process.
Record four things for the same entity and location
Keep the quoted observation separate from your conclusion. If a field is unavailable, write that it is unavailable; do not fill it from a similarly named company.
Step 1
Identity matched
Legal name, UEI or CAGE code and physical location used in the search. Note the exact spelling and any DBA separately.
Step 2
Source and date
Source name or URL, extract or page date when shown, and the time you checked it. A source date is not automatically today’s status.
Step 3
Observed result
Copy the displayed status, expiration, match or no-match result. Keep the source wording instead of upgrading it to ‘approved’.
Step 4
Limit and next check
Name what the observation cannot establish, then state the official follow-up or evidence still needed.
Use one of three honest outcomes
| Outcome | Use it when | Do not infer |
|---|---|---|
| Match observed | The identity, source date and displayed result are all recorded for the same entity. | Technical capability, eligibility or approval for a particular award. |
| Unresolved | A required identity, purpose, status or date is missing or conflicts with another item. | Active, inactive, excluded or approved. |
| Coverage limit | The public source cannot show the needed record or the result falls outside its dated population. | That the entity has never registered or has a particular status. |
For a current decision, use the authorized representative and the official SAM.gov process. If no public match is returned, follow the missing-record checklist instead of assigning a status.
Worked example: a dated result with an open question
Fictional review scenario. It contains no real company, identifier or customer result.
What the note says
“On November 7, the public lookup matched the legal name and UEI. The page displayed an expiration date and a source date of October 5.”
What stays open
“The record does not establish purpose for this opportunity or absence of exclusions. Confirm those questions through the applicable official checks.”
The conclusion preserves the useful observation without turning a lookup into a broader vendor decision.
A note you can complete locally
Copy this into your own review file. Do not include passwords, banking data or login credentials.
Entity legal name / UEI / CAGE / location: [complete] Search source and exact URL: [complete] Source or extract date: [complete] Check date and time: [complete] Observed result (quote the source): [complete] What this establishes: [complete] What remains unresolved: [complete] Next official check or evidence request: [complete] Review outcome: [match observed / unresolved / coverage limit]
Start with the existing SAM.gov vendor search or dated registration status lookup; then preserve the source wording and date in your own file.
Official sources and limits
- SAM.gov Entity Information: official starting point for checking an entity and its registration information.
- SAM.gov Entity Registration: explains registration and the separate UEI-only request.
- GSA SAM entity extract documentation: describes the dated public extract and its coverage.
Definitions and source limits checked November 7, 2026. The checklist and fictional example are CageCheck editorial guidance; no company’s eligibility, purpose or exclusion status is inferred.