Forms used by Procurement

Typical Forms most used by Procurement Professionals

In order to manage the need to purchase supplies and services, purchasing professionals turn to certain forms or documents to obtain the internally requested products or services.

Some standard forms you might be familiar with would be: Request for Quotation; Request for Proposal; Invitation to Bid; and there are many others.

While most of these procurement forms are relatively straightforward, the Request for Proposal is a form that has continued to evolve since its first started to appear in the early ’80’s. Since then, RFP’s have become more prevalent, more refined and in some cases are all some companies issue (not what we recommend). Regardless, companies that purchase goods and services need procurement forms to help them manage their business. These forms are a necessary evil and will help you ultimately complete the task of getting to an award.

Role players in an RFP / RFQ

Before we can detail the forms most used by purchasing department today, we think some color on the process is needed. Typically there are 3 or 4 role players when it comes to the RFP or RFQ process. There is a Tenderer aka Bidder / Offeror / Vendor; then there is the Owner which is the parent company issuing the document — then the user or internal department making the request or the group needing the material or service — and last the procurement officer who is the person managing the RFP / RFQ. They often generate the documents, issue, analyze the offers, make a recommendation and manage the award. There are others like the accounting department which will pay the vendor and so on.

Supplier/Vendor: A seller of materials and/or supplies who submit a proposal or quotation against your requirements.

Now back to the most popular forms used today:

  1. RFP – (Request for Proposal). Without question, this form is considered the go to form for procurement professionals, on larger dollar spend and when your selection criteria might use additional factors other than price, like service capabilities or technical.
  2. RFQ – (Request for Quote). To some this is up for debate, but depending on the organization, sometimes the Buyer is simply looking for price and delivery on a simple material request.  We need 6 widgets and here is the part # so in this instance a RFP is way overkill and is not worth the cost or effort.
  3. EOI or RFI – (Expression of Interest) or (Request for Information).  An Expression of Interest (EOI) or (RFI) is used to gauge interest from potential suppliers for a potential upcoming project on the drawing board or hope to officially tender in the near future. An EOI, gives you the opportunity to pre-qualify vendors to ensure they are capable of completing the work under the restrictions or specifications outlined in your document.
  4. LOI or LOU – (Letter of Intent) or (Letter of Understanding). Often the next document to be used by the purchasing department if the spend warrants (vs going right to a PO).  It captures the summary terms negotiated by both parties during the award process and these details will eventually make their way into the formal contract. Simply, the Buyer is looking for a document they can use to bridge them over until a formal contract document can be executed.

There are many other documents a Buyer will use in today’s purchasing and if you, like many of us, find the RFP Process overwhelming or too time consuming hang tough as Our Step by Step RFP Guide will be released soon. It will simplify the RFP Process by providing a step by step guide c/w with sample forms typically used when issuing a RFP — from start to finish. All forms will be provided in edit friendly Microsoft Word format. This comprehensive guide and template pack will be provided at a discount to all our subscribers and with returning customers receiving additional discounts over and above discounts offered to our subscriber base.

How our Quotation Forms can Help

Creating a procurement form from scratch is not in every business manager’s top 20 list of items they want to be doing at work each day. For most of us, it is not even in the top 100! Purchasing people are results oriented…they want to be reporting to management on $ savings, contracts, trends and not that they spent their day writing a tender.  The RFQ and other procurement related forms are important and do require an attention to detail. Is there an easier way to accomplish this task so you can spend your time on more fruitful projects?

At we supply sample Procurement Templates for a variety of potential quotation requirements and this is how our quotation forms can help you in your day to day tasks.

Here is a link to the list of some of the forms we offer:

In this list you will notice we provide both generic and specific types of tender documents which can be used [Read more…]

RFQ and RFP Template Packs

RFQ and RFP Template Packs:

save_money Most of our readers are aware the RFQ and RFP Template Packs you see in the margin have been subsidized by the company in order to encourage our viewers to subscribe to the release of our newly launched RFQ Software. If you are contemplating purchasing a template pack please take advantage of the present price.

Do not let the low price fool you, these templates are first rate and are covered by our 100% satisfaction guarantee. Where else can you purchase 90 edit friendly templates with RFQ’s, RFP’s, Contract, Policy samples and much more for under $100.00? … our best selling Packs work out to about .40 cents a template. These RFQ and RFP Template Packs have been generated by actual procurement and sales personnel and will literally save you hundreds of development hours.

How To Succeed With Tenders

Tender Response How To:

Tendering skills are a critical component of the professional buyer’s job description however, responding to a tender or RFQ is vital to the success of any business. If you fail to succeed on receiving the award on your tender responses it is  likely you will not be in  business very long. What is the key to increasing your chances at winning more tenders?

Preparation is the key element if corporations and individuals are to expect success from the tendering process.

While some of this preparation we are referring to can be expensive if your representative is to perform a site visit or take part in additional training but not all preparation is costly. [Read more…]

Subscribe and receive a free template pack

Free Template Pack:

Our FREE template pack contains a cross section of documentation: Document ID Number (Doc)  Doc1 – Request for Quotation Template, Doc2 – Invitation to Bid Letter, Doc4 – Service Contract, Doc19 – Basic RFQ, Doc33 – FOB Terms Defined, Doc58 – Short Form RFP, Doc60 – Statutory Declaration.

Immediately after subscribing, you will receive the FREE template pack via e-mail as a .zip file or you will receive instructions to our download page. Please add [email protected] to your safe senders list.


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If you are looking for a more robust RFQ, we recommend you consider the Premium Pack which includes: RFQ2 – Invitation to Bid Letter, RFQ15 – Instruction to Bidders (3 pages) and RFQ16 – Form of Agreement, Terms and Conditions (8 pages)…use them together. arrow-red-curved [Read more…]