Vendor requirements brief

Write the brief before comparing vendors.

Frame the request

Capture the current process and cost, users and volume, outcome, deadline, budget status, data involved, systems touched, locations, support needs, implementation effort, exit needs, and success measure.

Classify each requirement:

• MUST — failure blocks the stated outcome or a named owner requires it;
• SHOULD — material value with a workable alternative;
• COULD — useful but not part of the decision;
• OUT — not in this purchase.

Each must or should has a test: document, live demonstration, reference, sample output, security review, or contract term. Avoid vague labels such as enterprise-ready or easy to use.

Commercial comparison fields

Ask for the same currency, term, quantity, unit price, minimums, implementation, support, usage charges, taxes, price changes, renewal, notice, termination, data export, and exit cost.

Output

Return the brief, evaluation table, evidence request, and named approvers. The brief does not approve a budget or invite a vendor until the request owner agrees.