Route 1 - Notify Suppliers of Outcome

Identify the successful supplier from the Receive and Evaluate Responses process and seek approval to award the contract in line with your Organisation's governance arrangements.

The chosen supplier should be notified of their success in writing using the Contract Award Letter as appropriate. This must be signed by a person with the delegated authority to procure and commit your Organisation to the contract. The letter may be adapted as required.

At the same time as the above, unsuccessful suppliers should be notified using the Unsuccessful Quotation Letter.

A supplier is entitled to ask for the reasons why their quotation was unsuccessful. It is essential that all feedback is documented for audit purposes and based on the objective criteria used to evaluate the quotation. De-briefing provides suppliers with positive constructive feedback to help improve their performance in future competition. It can also provide an opportunity for suppliers to suggest improvements to our procurement processes.

Once these letters have been issued to the successful supplier, the quotation becomes live and can now be referred to as a contract.

Before carrying on, please check you’ve got everything you need.

  • Issued a formal Award letter
  • Issued unsuccessful letter(s)
  • Remember to raise a Purchase Order

Any documents you need are listed below:

Contract Award Letter (file type: docx)

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