Before you engage a supplier
Fictional worked request: Operations needs 200 printed welcome packs for two branches. Prepare the scope, estimate and ownership before Procurement reviews the request. This preparation does not authorize an order.
The handoff at a glance
The sponsor prepares the business information; Procurement reviews it and identifies the next decision point.
-
1
Define the need
Define the quantities, print specification and delivery needs.
Employee sponsor — Operations -
2
Identify accountability
Identify the sponsor and owner of the supplier relationship.
Contract owner — Operations -
3
Hand off for review
Send the complete business request to Procurement for review.
Procurement reviewer -
4
Follow the decision route
Follow the confirmed approval route before any commitment.
Approver identified through the approved process
Worked request summary
Illustrative estimate only; it is not a quote, budget approval, or authority to order.
| Request detail | Worked example |
|---|---|
| Business need | 200 paper welcome packs for new starters |
| Scope | Print and assemble 200 sets: one welcome card, one local guide and two note cards, each in a kraft envelope. Sponsor supplies approved artwork. |
| Estimated spend | Illustrative estimate: 4,800 USD before applicable taxes |
| Delivery | 100 packs to Cedar House reception and 100 to Riverside branch reception, requested for 2 November 2026 |
| Employee sponsor | Operations Coordinator — gathers the brief and answers scope questions |
| Contract owner | Workplace Operations Manager — owns the supplier relationship if approved |
Who prepares, who reviews
A complete handoff gives Procurement enough context to identify review needs. Neither preparation nor review alone authorizes a purchase.
Employee sponsor prepares
Describe the business need and proposed scope, provide the illustrative estimate and currency, identify both delivery locations, and name the contract owner role.
- State what the supplier would provide and what remains undecided.
- Include the business reason and expected timing.
- Resolve missing business details by returning to the employee sponsor.
Procurement reviews
Review the request through the approved process, identify applicable due-diligence questions, and explain the required review and approval route.
- Ask the sponsor to clarify missing scope, spend, or delivery information.
- Identify the appropriate next review or approval role.
- Do not treat review as authority to order.
Due diligence and a useful handoff
Use approved company guidance for actual requirements; these questions help frame the review conversation.
Questions to surface
- What will the supplier provide, and are the print specifications and quantities clear enough to review?
- Can the supplier meet the needs of both branch delivery locations and the expected timing?
- What information or evidence does Procurement need to assess this type of engagement?
- Does the proposed work involve company, employee, or other sensitive information that should affect the review?
- Who will own the supplier relationship and contract administration if the engagement proceeds?
Example request summary
Operations is exploring a local print supplier to produce and assemble welcome packs for new starters at two branches. The proposed scope is printed welcome-pack materials and assembly; 200 sets are proposed, each containing a welcome card, local guide and two note cards in a kraft envelope; the sponsor supplies approved artwork. Estimated spend is an illustrative 4,800 USD before applicable taxes. The requested delivery is 100 sets to Cedar House reception and 100 to Riverside branch reception on 2 November 2026. The Operations Coordinator is the sponsor. The Workplace Operations Manager will own the supplier relationship if approved. Procurement is asked to identify completeness gaps, due-diligence needs, and the applicable approval route.
If a field is incomplete
For a missing business need, scope, estimate, or delivery detail, Procurement returns the question to the employee sponsor for clarification. For a missing review requirement or unclear approval route, the Procurement reviewer identifies the appropriate next role. Do not guess at an answer or treat an unanswered field as approval.
Keep sensitive details in the approved system
Bank and tax details belong only in the approved secure supplier system. Do not put them in comments or attach them to an intranet page. Use the approved procurement and due-diligence guidance and request system for the actual handoff; their destinations are provided through the organization’s established process.