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Standardise Your Procurement Of Goods And Services

5 Steps To Write A Brief

Procurement of goods and services can be defined as a process of finding and agreeing to terms related to the delivery of certain items. These documents are typically standardised, as short turnaround times and a constant need for raw goods and materials mandates quick order approval and shipping. Procurement of goods and services documents is something that’ll inevitably come your way in submitting requests with B2B companies. 

According to Learn G2, 79% of companies with high-performing supply chains achieve higher than average revenue growth within their industries. Additionally, 63% of companies do not use technology to monitor supply chain performance, with only 22% taking an active approach to design a supply network. While the document may be standard for industries which focus on shipping, eCommerce and other forms of trade, writing it from scratch is a challenge. That said, let’s take a look at what makes procurement of goods and services essential, its long-term benefits, as well as how to do it.

Procurement of Goods and Services Basics

Let’s start off by briefly introducing the idea behind standardising your procurement of goods and services pipeline before we dive into the topic itself. As we’ve mentioned previously, outlining such a brief and using it as a template for any future procurement can effectively transform the way you operate. Due to the delicate nature of writing such documents, you should refer to writing platforms such as Trust My Paper, Evernote or Grab My Essay. Having reliable editing tools to lean on during the procurement brief writing will undoubtedly work in your favour.

A typical procurement of goods and services document consists of a mandatory introduction, followed by details on your preferred procurement method and list of goods. Subsequently, a delivery timeline, as well as a follow-up request should be added so that your recipient can quickly determine the viability of supply procurement. As we’ve discussed, such documents are standardised throughout the shipping industry, ensuring that all parties involved are legally bound to fulfill the outlined requests.

Advantages of Writing a Procurement of Goods and Services Brief

While procurement makes up a small fraction of your business model, it is still an essential part of the supply chain. Due to the omnichannel nature of B2B networking and supply management, having access to a de facto procurement document can drastically improve your overall performance. Failing to meet your suppliers’ standards can cost your business its reputation, revenue and place in the industry as a whole. With that, what are the concrete benefits of standardising your procurement of goods and services pipeline going forward?

  • Document management and long-term storage standardisation
  • Faster and more reliable in-house performance with precise supply communication
  • Significantly lower margin for error in terms of supply management
  • Better industry reputation and brand awareness due to professional correspondence

Writing Guidelines to Consider

Write a Brief Overview. Let’s go over each point of the procurement of goods and services brief, and discuss what it should contain for the sake of speedy communication. The first page of your document should include legal information on your company, the person in charge of this procurement, as well as contact information. 

Writing platforms such as Topessaywriting, Readable and Best Essay Education can be utilised to format your document throughout the process for the sake of legibility. It’s good practice to fill out your introduction page before submitting the procurement request itself and not before however. The reason for this is simple – start with the necessary items, shipping details and timeline before filling in the blanks about the sender.

Detail your Deliverables. Once you’ve broken the proverbial ice with your introduction, you can proceed to outline the necessary goods and services. This can be done in several ways depending on the complexity and length of the order, including plain text, spreadsheets, tables, etc. 

Furthermore, raw materials and items such as pipes, poles, boards and other custom-shaped goods require extensive description before they are shipped.  Remember – once you decide on the template you will use, make sure that the same brief is filled out and submitted for every supply request. Avoid using different formats going forward to ensure that procurement is standardised and that all B2B partners can identify your requests at first glance.

Define your Procurement Method. An important element of supply management lies in the procurement method itself. Specifically, do you need the goods or services to be delivered to a specific storefront or warehouse, or will your transport units pick them up? 

Likewise, do you have the necessary storage units to house the specific items you’ve requested (in case of chemical, medical or frozen goods, for example)? These elements are essential for the procurement document as they will directly impact the success and payoff of your supply request. Once you describe your procurement method requests, make sure to remind the recipient that you are available for follow-up questions during the aforementioned business hours.

Outline the Procurement Timeline. The final crucial aspect of your procurement document rests in the supply timeline, or how urgent your request really is. It’s good to be respectful of your supplier’s time and effort in determining how long you can wait for goods or services to arrive. 

As such, this section of the document should contain several time-sensitive milestones including a procurement decision deadline, as well as the date of final delivery. Should you run into issues with writing and formatting this section, you can refer to Hemingway Editor or Supreme Dissertations platforms. Make sure that your supplier is clear on the procurement timetable so that there is no misunderstanding and your long-term collaboration will be assured.

Request a Follow-Up on the Brief. Once you’ve outlined which items you require, their handling details, as well as the procurement timeline, you should formally request a follow-up to happen ASAP. While you should be respectful of your suppliers, they are also aware that you can refer to other companies on the market. 

You can repeat all of the above information again in a short and succinct table to allow your supplier an easier overview of the document. Both you and your supplier want the procurement to happen – do your best to meet them halfway and ask for a formal confirmation or denial.

Standardisation Precedes Performance (Conclusion)

At the end of the day, every procurement request which is realistic and manageable for the supplier will go through. But, how will the supplier treat your brand in the future if procurement requests are repeatedly made in an unprofessional and unclear manner? 

While writing procurement document templates may not be in your immediate job description, having such a brief available for long-term use can be truly transformative. Most importantly, such standardisation will inevitably lead to industry recognition, better B2B communication and ground-floor employee satisfaction as a result of better supply pipeline management.

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Kristin Savage
Written By

Kristin Savage nourishes, sparks and empowers using the magic of a word. Along with pursuing her degree in Creative Writing, Kristin gains experience in the publishing industry, with expertise in marketing strategy for publishers and authors. Follow her on this website.

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