# Sourcing requests — copy-ready skeletons

These force *comparable* bids. The non-negotiable sections in every one: spec +
quantity, delivery terms, disclosed evaluation criteria + weights, a hard
deadline, and a required response format. Drop any of those and the responses
come back impossible to score side by side.

## RFI — request for information (non-binding, scope the field)

Use when requirements are still fuzzy and you're narrowing a shortlist.

```text
RFI: <category> — <your company>
Purpose: market scan, non-binding. We are NOT awarding from this.

1. About us            — who we are, rough annual volume, why we're sourcing.
2. What we're exploring — the problem/need in plain terms (not yet a hard spec).
3. Questions to you    — capabilities, capacity, lead times, certifications,
                         reference customers, typical commercial model.
4. Response format     — fill the attached table; max 3 pages of supporting text.
5. Deadline            — responses due <date>. Shortlisted suppliers advance to
                         an RFQ/RFP.
6. Contact             — single point of contact + how to ask clarifying questions.
```

## RFQ — request for quotation (specs locked, price decides)

Use when the need is fully specified and suppliers are directly comparable.

```text
RFQ: <item> — <your company>            Issued <date>   Responses due <date>

1. Specification       — exact spec sheet / part numbers / quality standard.
2. Quantity            — units, cadence (one-off vs recurring), MOQ tolerance.
3. Delivery            — destination, required date, Incoterm if cross-border.
4. Pricing requested   — unit price, freight, any tooling/setup, volume breaks,
                         and ALL recurring lines (support, maintenance, licences)
                         so we can compute total cost of ownership, not sticker.
5. Payment terms       — your standard terms + any early-payment discount.
6. Evaluation criteria — DISCLOSED weights (sum to 100), e.g.
                         price/commercial 40 · capability 30 · viability/risk 30.
7. Response format     — fill the quote table; deviations listed explicitly.
8. Validity            — quote valid through <date>.
```

## RFP — request for proposal (the *how* is open)

Use when the supplier designs part of the answer and you evaluate approach *and*
price.

```text
RFP: <project/need> — <your company>     Issued <date>   Responses due <date>

1. Background & objective — the outcome we want, constraints, success measures.
2. Scope of work          — what's in, what's out, deliverables, milestones.
3. Requirements           — functional + non-functional, must-have vs nice.
4. Proposal contents      — proposed approach, team, timeline, assumptions,
                            references, and a fully-loaded price (TCO lines).
5. Evaluation criteria    — DISCLOSED weights (sum to 100), e.g.
                            approach/capability 40 · price 30 · viability 30.
6. Process & timeline     — Q&A window, shortlist, demo/clarification, award.
7. Response format        — section order fixed; page limits; pricing in the
                            supplied table.
8. Deadline & contact     — hard due date, single point of contact.
```

## Phased flow

A mature buy runs **RFI → RFP → RFQ**: learn the market, evaluate solutions,
then lock price on the finalists. A well-defined commodity buy skips straight to
**RFQ**. Don't run an RFP for something you can fully spec — that's an RFQ.

## Invite email (shortlist → bid)

```text
Subject: Invitation to quote — <item/project>, responses due <date>

Hi <name>,

We're sourcing <item> (approx <volume>) and would like a quote from <supplier>.
The attached RFQ has the full spec, delivery requirement, and the evaluation
criteria with weights so you can see exactly how bids are scored.

Please return the filled quote table by <date>. Questions to <contact> by <date>.

Thanks,
<you>
```

## Award note

```text
Subject: <item> sourcing — award

Hi <name>,

Thank you for your quote. We're awarding this to <supplier> based on our scored
evaluation (capability, total cost of ownership, and supplier risk). We'd like to
proceed to contracting — next steps and terms to follow.

<you>
```

## Regret note

```text
Subject: <item> sourcing — outcome

Hi <name>,

Thank you for the time on your quote. We've awarded this round to another
supplier on our weighted evaluation. Your bid was competitive on <dimension>;
we'd welcome you in the next cycle and will keep your details on file.

<you>
```
