Tag Archives: procurement documents

Guide to Writing a Supply Management Plan

Though it may seem like a daunting task initially, writing a solid supply management plan for your organisation will really set you up for success.

From Startup Stock Photos on Pexels

This is the second part in a series. Read the first on ‘Writing a Brief for the Procurement of Goods and Services’ here.

Supply management is one of the key components of a successful business regardless of its niche or service portfolio. Once you find a suitable supplier or B2B partner with the items or services you need to remain operational at peak capacity, you will want to ensure that a supply management plan is in effect.

However, drafting such a document takes effort and panache for small details due to legalities and mutual obligations that will require careful listing and formatting. According to Finances Online, 57 per cent of companies believe that adequate supply management gives them a competitive edge that enables further business development. 62 per cent report limited visibility in terms of being informed about their supply chain status at any given moment.

This creates an incentive for companies to create a supply management plan which can easily be retrofitted for different applications and allow them to stay informed about their inventory at all times. Let’s take a look at how you can benefit from supply management plan writing and the steps necessary for its successful drafting and approval by all parties included.

Basics and Benefits of Supply Management Plans

It’s worth noting what supply management planning is all about before we jump into writing guidelines and plan outlining. Supply Management Planning is a forward-thinking process that involves coordination aimed at optimising the delivery of goods or services from a supplier to a customer.

Its main focus is to balance the supply and demand through inventory planning, production scheduling, and delivery organisation. Writing a supply management plan for your business’ needs will allow you to streamline product delivery and quicken the general turnaround time of your contracts due to the standardisation of written documentation.

Relying on writing tools such as Grammarly (a dedicated proofreading tool), Studicus (a professional outsourcing platform), Evernote (a cloud-based text editing service), as well as Grab My Essay (a document writing platform) will help you get the documents shipped to clients and contractors with impeccable speed and quality. While these documents are not special and show up quite frequently in companies that rely on shipping or ordering of goods and services, their standardisation will bring about several benefits to your business, including the following:

  • Better stakeholder cooperation and networking
  • Improved supply management efficiency
  • Lowered risk of delays and bottlenecks
  • Increased profit margin and ROI

Supply Management Plan Writing Guidelines

Supply Management Plan Overview

The first thing worth noting is that a supply management plan isn’t bound by length or complexity – it all depends on your contract’s requirements. Supply management plans are typically assigned for a fixed duration of time, be it several weeks or years in advance, thus allowing two parties to manage the supply line between them. In that regard, the first page of your plan should focus on an introductory segment that will outline the supply management document in its entirety.

Elements such as the name of your recipient (company name, representative name, address, etc.) as well as products or services outline (product category, number of items, estimated value, etc.) should find their way into the plan overview. This will allow the reader to quickly scan the document and become acquainted with your requirements without going through several pages of the supply management plan.

Supply Procurement Policies Outline

Every organisation, be it focused on physical goods or cloud-based services, features certain procurement policies. It is pivotal for your business’ reputation and longevity of your contracts to outline any special requests or policies you have in advance for the sake of transparency.

In this segment, it’s good to include information pertaining to your storage capacities, safety regulations and procurement facilities you have access to. This will ensure that your recipient is aware of the environment in which their goods will be stored and to better prepare their shipments in case of special climate or infrastructure requirements on your part.

Detail the Quality Assurance Systems

No matter how good your relation with a certain supplier may be, you should still rely on objective QA systems when it comes to supply risk management. The plan you write and send out as a procurement document should include a breakdown of your QA systems, as well as any regulations it covers based on health and safety hazard standards.

This is especially important when shipping medical equipment, chemical compounds and other hazardous materials that can cause severe human danger if mismanaged or stored inadequately. Most importantly, outline your specific guidelines in case of procurement contamination or product failure on the shipment’s arrival into your facilities to cover all grounds.

List International/State Laws

Chances are that you will sometimes work with international suppliers and companies that don’t share your governmental or legal jurisdiction. When that happens, you should ensure that international and state laws pertaining to your industry are listed on the supply management plan with follow up links or documents.

If you work with suppliers which don’t speak your language, you can refer to platforms such as Is Accurate, which is a translation review website, in order to ensure that your writing is understandable due to its importance. It’s also good practice to requisition legal documents and shipping approvals from the supplier for your own border and customs checks and their timely processing.

Outline your Supply Selection

You should follow up on your initial product or service procurement outline from the opening segment of the supply management plan with a detailed breakdown of your requisition. One of the easiest ways to do so is to create a simple table with clearly outlined product categories, product names, procurement numbers, as well as any special requests you may have, such as limited-time-only procurements.

This will allow your supplier to process the order quickly and to clearly understand which items you will require for the duration of your contract. Make sure to include a quick contact information line in this section to allow for follow-ups in case of unclear requirements or a lack of products on your supplier’s side.

Detail the Distribution Timeline

Lastly, supply management plans should come with a detailed breakdown of the distribution timeline pertaining to the previously outlined order. Do you require the items to be shipped to numerous different retail fronts across the country – if so, in what order and quantity? Will you handle a part or the entirety of the shipping procedure and only require the supplier to prepare your items for pickup?

Do you require any safety or manpower assistance with handling the supply going forward or do you have sufficient capacities to do both? These items should be added to the distribution section alongside a rudimentary contract timeline that will allow the supplier to quickly scan through their obligations toward your business.

Not as Daunting as it Seems

Writing a supply management plan for your company may seem like a daunting task at first. However, it is a pivotal step toward creating a reliable and professional supply management network.

Find ways to implement the above-discussed supply management plan guidelines in your own business practice and contractual obligations. Their inclusion in your supply documentation will help your business’ ongoing growth and stability on the market going forward.

Writing a Brief for the Procurement of Goods or Services

Whether you aim to start your own business or are looking for ways to up your game in terms of paperwork, the procurement of goods and services document is something that’ll inevitably come your way.

procurement of goods
From Pixabay via Pexels

Whether you aim to start your own business or are looking for ways to up your game in terms of paperwork, the procurement of goods and services document is something that’ll inevitably come your way.

According to Convey Co, it is estimated that the global B2C sales will exceed $4.5 trillion by 2021, while at the same time B2B sales are expected to rise to $17.6 trillion. Whether you operate as a small business that handles shipping papers and orders, or as a manufacturer or delivery intermediary, documents pertaining to the procurement of goods and services can often make or break a contract.

While the document is a standard affair for companies that focus on shipping, eCommerce and other trade industries, it may prove challenging to those who are uninitiated. With that in mind, let’s take a look at how you can write a brief for the procurement of goods and services regardless of the type of good or service you intend to procure or ship to a third party.

Procurement of Goods and Services Basics

Before we go any further, it’s worth noting what the procurement of goods and services represents – the process of agreeing to the terms and acquiring goods or services from an external source. The external source in question can be an existing B2B networking partner, an open market bid you’ve made previously, or procurement via tendering.

Generally, the process of procurement involves making buying decisions for your company under certain conditions outlined in the brief and delivered to the external source in question.

Due to the nature of these documents, its good practice to rely on professional platforms such as Evernote (a cloud-based writing and editing service), Trust My Paper (an outsourcing and editing platform), Hemingway (service which is used for legibility optimisation) and WoWGrade (a dedicated writing platform) in your brief writing activities.

Typical briefs for the procurement of goods and services involve clear outlines of all factors pertaining to the sales/purchase contract, including quantity, delivery, handling, discount and price fluctuations, as well as the procurement timeline. These are technical documents that are standard in the corporate, manufacturing and shipping industries, but very important as they legally bind all parties involved to respect their agreed-upon contract.

Advantages of Writing a Procurement of Goods and Services Brief

Now that we have a clearer idea of what briefs for the procurement of goods and services are in practice, let’s take a quick glance at the benefits of their existence in your business’ documentation. Given that businesses typically work as suppliers or buyers with a multitude of other companies and brands, often internationally and at the same time, it can get daunting to manage the paperwork efficiently.

Even though procurement is only one small part of the contractual equation in this sense, it can still take up a lot of your time and even small deviations can cause you to lose trust or much-needed goods, services or revenue if you are a supplier.

In that respect, writing procurement brief outlines in advance can bring several benefits to your business going forward, including the following points:

  • Streamlined operational performance
  • Standardised documentation workflow
  • Improved accuracy and clarity of the procurement data
  • Lowered margin for the procurement error
  • Growth of positive brand reputation and industry authority

Writing Guidelines to Consider

Write a Brief Overview

The first item on your list in terms of writing a brief for the procurement of goods and services is to create an overview of your documentation. This is the segment of the brief in which you are expected to give a short outline of your business, its product portfolio and relevant website links for the receiver to follow up on.

It’s also important to provide a clear description of the procurement items you are requisitioning, as well as a brief summary of their intended purpose and its target audience. These items will allow the reader to quickly discern what the document is about without going over minute details or items in the order itself.

Define your Procurement Method

Depending on what type of goods or services you aim to procure via the written brief, you can propose the procurement methodology personally or ask for suggestions from the target business. It’s always good practice to state which procurement methods you’d like to see in the follow-up letter depending on your own business’ infrastructure and resources.

You should also take potential issues and complications into consideration based on the previous procurement experience in order to anticipate bottlenecks before they rear their head. Data in regards to past procurements or sources of information you are willing to share in regards to the particular goods or services should also be attached in this section of the brief for your reader’s convenience.

Detail your Deliverables

The deliverables section of your procurement brief is self-explanatory. However, it also has to abide by certain standards and expectations. Mainly, your deliverables should be outlined based on quantity and (in case of manufacture) the time you expect them to be completed by.

For example, if you are procuring certain types of pipes for your business, you should note any special requests you may have in regards to their length, custom build, etc. You can also add a small addendum in the deliverables section of your brief that will inform the reader that they can contact you in case of additional questions or concerns in regards to your procurement document.

Outline the Procurement Timeline

The timeline of procurement is one of the most important elements in the outlined brief as it pertains to specific deadlines in regards to your requested goods and services. While not complex or lengthy, the procurement timeline section is essential and should be clearly highlighted for emphasis.

Elements such as a procurement return deadline, procurement decision deadline as well as clarification meeting dates (if necessary) should be included. This section can be capped off with a listing of your contact information, such as email and phone, which the reader can use to let you know if the procurement request was accepted.

Request a Follow-Up on the Brief

Lastly, a formal follow-up should be included as the final element of your procurement brief for the sake of colloquial and professional courtesy. The follow-up request should be in the form of a simple call to action that will respectfully inform the reader of your anticipation of their response in regards to your document.

It’s good practice to repeat the procurement return deadline from the previous section to drive the point of urgency home. After all, it is in both parties’ interest that the procurement brief goes through so that the goods and services can exchange hands as quickly and efficiently as possible.

Creating a Clear and Streamlined Template

Once your brief for the procurement of goods or services is set in stone, you can easily retrofit it for different requests, both as a supplier or a demander. Make sure to brand your document accordingly in order to make it stand out with elements such as business logo, minute visual elements as well as a unique style of writing.

If your requests are within the realm of deliverable possibilities for the receiver, your procurement will always go through, additional clarification or not. Write your procurement brief outline through the set of guidelines we’ve discussed previously and your business documentation will be that much clearer and more streamlined for it.