Vendors & procurement

Request for quotation

Asks a supplier to quote for a defined purchase: what’s needed, by when, where it goes and how to send the quote.

Subject: Request for quotation: [requirement name]

Request for proposal invitation

Invites a supplier to propose for a larger piece of work, with the brief, each date in the timeline and one named contact.

Subject: Invitation to propose for [requirement name]

Vendor proposal received

Acknowledges a supplier’s proposal with its reference, what happens during the review and when they’ll hear the outcome.

Subject: We’ve received your proposal for [requirement name]

Vendor selected

Tells a supplier their proposal has been chosen, and sets out the agreement, set-up and kick-off that come next.

Subject: Your proposal for [requirement name] has been selected

Vendor not selected

Tells a supplier, kindly and plainly, that their proposal wasn’t chosen, with an optional word on the decision and an open door.

Subject: Our decision on [requirement name]

Supplier documents request

Asks a new supplier for the documents needed to set them up, through the official portal, with a note on keeping bank details out of email.

Subject: Documents we need to set up [recipient company]

Purchase order issued

Sends a supplier a purchase order: the lines and total, delivery date and place, and where to send the invoice.

Subject: Purchase order [order number] from [company name]

Goods received confirmation

Confirms to a supplier what arrived against a purchase order, flags anything missing or damaged and says where the invoice goes.

Subject: Delivery received for order [order number]

Vendor invoice query

A short letter to a supplier about one detail on their invoice that needs checking before payment, and what would resolve it.

Subject: A question about invoice [invoice number]

Vendor payment schedule

Sets out for a supplier how an order will be paid in stages, the agreed payment terms and where each invoice goes.

Subject: Payment schedule for order [order number]

Vendor performance review

Invites a supplier to a review of how the work is going, with the time, the topics and a scorecard to read first.

Subject: Our [review period] supplier review on [meeting date]

Vendor contract termination

Gives a supplier written notice that an agreement is ending: the agreement, the clause, the effective date and what happens until then. The formal notice governs. Review with HR/legal before sending; send individually.

Subject: Notice of termination: [agreement name]

Bid clarification request

Asks one bidder, during evaluation, to clarify specific points of their submitted bid in writing by a set date, within the limits the tender rules set and without changing the bid.

Subject: Questions about your bid for [requirement name]

Bid deadline extension

Tells every bidder that a tender’s closing date has moved: the original and new dates, why, what else in the timeline changes, and what it means for bids already submitted.

Subject: New closing date for the [requirement name] tender

Bid evaluation panel briefing

Briefs colleagues scoring supplier bids: the criteria and weightings, the conflict-of-interest declaration to make first, keeping bids confidential, the scoring deadline and the moderation meeting.

Subject: Bid evaluation brief: [requirement name]

Bid excluded from evaluation

Tells a bidder their bid won’t be evaluated because it arrived after the closing time or missed a mandatory requirement: the rule it relies on, what happens to the bid, and who to ask.

Subject: Your bid for [requirement name] can’t be evaluated

Supplier request for information

Asks suppliers about their capabilities before any tender: what you’re researching, the questions, the date to respond by, and a plain statement that no tender or order follows automatically.

Subject: Request for information: [requirement name]

Supplier sample request

Asks a supplier for product samples to evaluate before ordering: which items and specifications, how many, where to send them, the date needed, and whether samples are paid for or returned.

Subject: Sample request: [requirement name]

Tender cancellation notice

Tells every bidder that a tender will not be awarded: the reason as the sender states it, what happens to submitted bids, and whether the requirement may be reissued.

Subject: Cancelled: the [requirement name] tender

Tender clarification notice

Sends every bidder the same answers to tender questions, without saying who asked, with the addendum that changes the tender documents, and asks each bidder to reply confirming they have taken the answers into account.

Subject: Answers to bidder questions: [requirement name]

Tender site visit invitation

Invites bidders to visit a site during a tender, such as a construction site or a building to be serviced: when and where to meet, whether attendance is required, PPE and site rules, and how to register attendees.

Subject: Site visit for the [requirement name] tender

Tender submission acknowledgement

Confirms the exact date and time a bid or tender arrived against the closing time, what it contained and anything missing, that it stays unopened until the opening, and how to replace or withdraw it before closing.

Subject: Bid received and logged: [requirement name]

Invitation to tender for construction works

Invites a contractor or subcontractor to price a construction works package: the tender documents and form of contract, the date to confirm they will tender, any site visit, the clarification cut-off and the fixed return time.

Subject: Invitation to tender: [works package]

Intention to award notice

Tells each bidder in a regulated tender the outcome before the contract is signed: the intended winner, their own and the winning scores, the reasons, and when the standstill period ends.

Subject: Award decision for the [requirement name] tender

Freight quotation request

Asks freight forwarders or carriers to quote for a shipment: the lane, mode, cargo, weights and dimensions, ready and delivery dates, services needed, what the quote should show and the date to reply by.

Subject: Freight quote: [origin] to [destination]

Purchase order acknowledgement request

Follows up when a supplier hasn’t acknowledged a purchase order, asking them to confirm they accept it and the delivery date they commit to, by a set date.

Subject: Please confirm order [order number] and delivery date

Purchase order amendment

Tells a supplier that an issued purchase order has changed: the revision number, each change against the original, the revised total and date, and a request to confirm the revision.

Subject: Change to purchase order [order number]

Purchase order cancellation

Cancels all or part of a purchase order: which lines, from when, why, a request to stop work and hold shipments, and what to report about work already done.

Subject: Purchase order [order number] is cancelled

Purchase requisition approval request

Asks a budget holder to approve a purchase requisition in the purchasing system: what is being bought, from whom, the amount, the cost centre, the date it is needed and the date to decide by.

Subject: Approval needed: requisition [requisition number]

Purchase requisition approved

Tells a requester their purchase requisition is approved: by whom, for how much, any conditions, who raises the purchase order, and why nothing should be ordered before it is issued.

Subject: Approved: requisition [requisition number]

Purchase requisition returned

Returns a purchase requisition that wasn’t approved as submitted: who reviewed it, why, the changes or documents needed, how to resubmit, and a reminder not to order in the meantime.

Subject: Requisition [requisition number] needs changes

Purchase made without a purchase order

Tells a colleague that an invoice has arrived for a purchase made without an approved purchase order: the supplier and amount, what the policy requires, and how to raise a retrospective requisition so the invoice can be processed.

Subject: Invoice from [supplier name] has no purchase order

Sole-source justification request

Asks a requester to justify buying from one supplier without competing quotes: what to cover, the form, the date to send it by and who decides.

Subject: Sole-source justification for [requisition number]

Grower supply forecast request

Asks a contracted grower or food producer to forecast what they can supply for a coming period: products, volumes, grades and availability dates, through a form, by a set date.

Subject: Your supply forecast for [forecast period]

Approved supplier change for franchisees

Tells franchisees that the approved supplier for a product range is changing: the switch date, the last order date with the current supplier, how to open an account and where prices are published.

Subject: A new approved supplier for [product range]

Certificate of insurance request

Asks a supplier or contractor for a current certificate of insurance, or a renewed one before theirs expires, showing the cover and limits their agreement requires, the certificate holder details and where to upload it.

Subject: Certificate of insurance needed by [deadline date]

Supplier code of conduct acknowledgement

Asks a supplier to read and acknowledge your supplier code of conduct, new or updated, covering areas such as labour, anti-bribery and environment, by a date, and to say if they can’t meet any part of it.

Subject: Please acknowledge our supplier code of conduct

Supplier details review request

Asks an existing supplier to check and update the details you hold for them, such as contacts, addresses, registrations and certificates, by signing in to the supplier portal they already use, never sending bank details by email.

Subject: Please check the details we hold for [recipient company]

Supplier registration not approved

Tells a supplier their registration or prequalification wasn’t approved for the supplier list: the decision and reasons as the reviewer recorded them, whether and when they may reapply, and who to ask.

Subject: Our decision on your supplier registration

Supplier registration invitation

Invites a prospective supplier to register on your supplier portal before any sourcing decision: why you’re asking, what registration involves, the date to finish by, and to keep bank details out of email.

Subject: Register as a supplier with [company name]

Supplier allergen specification request

Asks a food supplier for current product specifications and allergen declarations, including may-contain risks, by a date, and to give notice before any recipe or ingredient source changes.

Subject: Allergen specifications needed for [product range]

Overdue supplier delivery query

Asks a supplier about an order that hasn’t arrived by its agreed date: what’s outstanding, the effect on you, and a firm new date by a set time.

Subject: Order [order number] hasn’t arrived

Return to vendor notice

Tells a supplier you’re sending goods back: which items and why, the return reference, how they’ll travel, and whether you need a replacement or a credit note.

Subject: Returning goods from order [order number]

Supplier non-conformance closed

Tells a supplier that their corrective action for a non-conformance or audit finding has been checked and accepted, that the record is closed, and whether any monitoring or extra checks continue and until when.

Subject: Closed: non-conformance [ncr number]

Supplier non-conformance report

Formally records supplied goods or parts that don’t meet the agreed specification: what was found, where and how many, the evidence, what’s happened to the stock, and dates for containment and a corrective-action response.

Subject: Non-conformance [ncr number]: order [order number]

Warranty claim to a supplier

Makes a warranty claim to a supplier for equipment or goods that failed in use after acceptance: what failed and when, the evidence, the warranty terms relied on, and the repair, replacement or credit requested.

Subject: Warranty claim for [item description]

Produce quality inspection results

Tells a grower or food supplier the outcome of the intake quality check on a consignment: what was accepted or rejected, the findings, what happens to rejected stock, the report and how to query it.

Subject: Quality check results: consignment [consignment reference]

Subcontractor non-conformance notice

Records installed work that does not meet the specification: the item, location and clause, the evidence, whether related work must stop, the date for a corrective action proposal and how re-inspection will work.

Subject: Non-conforming work: [work item]

Warehouse dock appointment confirmation

Confirms a delivery or collection slot at a warehouse dock to a supplier or haulier: the date, time and door, the order references to quote, the load booked and the site rules on arrival.

Subject: Dock booking [booking reference]: [appointment date]

Freight damage claim

Lodges a claim with a carrier for goods damaged, lost or short in transit: what was found and when, the notes on the delivery receipt, the evidence, the amount claimed and how it was worked out.

Subject: Freight claim for consignment [tracking number]

Proof of delivery request

Asks a carrier for the signed proof of delivery for a consignment, usually because the receiver has queried it: the consignment, the recorded delivery, what the copy must show and the date needed.

Subject: Proof of delivery needed: consignment [tracking number]

Pre-shipment inspection booking

Tells a supplier when a pre-shipment quality inspection of their order will take place: the date, place and inspector, what must be packed and ready, the standard used and how to ask for another date.

Subject: Pre-shipment inspection: order [order number]

Pre-shipment inspection results

Shares the outcome of a pre-shipment inspection with a supplier as the inspector recorded it: the main findings, whether the goods may ship, and any rework, re-inspection or corrective action needed and by when.

Subject: Inspection results for order [order number]

Shipping documents request

Asks a supplier for the paperwork for one shipment (packing list, bill of lading or air waybill, commercial invoice, certificates), with the date needed, how to name the files and where to upload them.

Subject: Shipping documents needed for order [order number]

Supplier service level shortfall notice

Tells a supplier their service fell below the agreed service levels for a period: each measure against its target, the report, and the recovery plan you need by a date, with any remedy governed by the agreement.

Subject: Service levels below target: [reporting period]

Supplier audit findings

Sends a supplier the findings of an audit as the auditor recorded them: the overall result, each finding and its grading, the corrective action plan needed by a date, and any follow-up audit.

Subject: Audit findings and actions for [recipient company]

Supplier site audit notice

Gives a supplier notice of an audit of their site or systems, such as a quality or ethical audit: the date, scope and standard, the auditor, what to have ready, and how to ask for another date.

Subject: Supplier audit on [audit date]: what to prepare

Supplier environmental data request

Asks a supplier for the environmental data needed for a reporting period, such as energy use, emissions or waste: what is needed, the template and method guidance, how it is used and the date.

Subject: Environmental data request for [reporting period]

Supplier scorecard results

Sends a supplier their scorecard for a period on its own: the overall rating and trend, each measure against target, what went well, the focus area and how to comment.

Subject: Your supplier scorecard for [reporting period]

Preferred supplier announcement

Tells colleagues that a new preferred supplier or framework agreement is in place for a category of spend: what it covers, from when, how to order through it, and which old arrangement to stop using.

Subject: New preferred supplier for [spend category]

Supplier contract renewal decision

Asks the internal owner of a supplier agreement to decide, before its notice deadline, whether to renew, re-tender or let it end, with the end date, the renewal terms and the lead time a new tender needs.

Subject: Your decision on the [supplier name] agreement

Supplier price increase response

Replies to a supplier’s notice of a price increase without agreeing to it: what you need to consider it, the clause it relies on, how current orders are treated and when to talk.

Subject: Your proposed price increase from [effective date]

Supplier renewal proposal request

Opens the renewal of a supplier agreement before its term ends: what the renewal proposal should cover and change, the date to send it by, and a clear note that nothing is decided yet.

Subject: Renewing the [agreement name]: your proposal

Vendor offboarding

Runs the practical close-out with a supplier whose agreement is ending: open orders, the final invoice date, returning or deleting your data, equipment to return and when their access closes.

Subject: Closing out our work with [recipient company]