Procurement Toolkit
Thirty-five practical templates for every stage of the procurement and supply cycle, from the first definition of need to contract performance. Free to download, adapt and share.
New in October 2026
Supply continuity, trade policy, artificial intelligence and new EU rules now shape procurement decisions as much as price does. Ten new templates help buyers plan for them, and the original twenty-five have been updated with resilience, trade compliance and the responsible use of AI in mind.
AI in procurement
Decide where AI is used and who checks its outputs, then buy AI tools on clear terms for data, security and model changes.
Geopolitical and route risk
Assess exposure to conflict, chokepoints, sanctions and tariffs, test scenarios and agree index-based price adjustment instead of ad hoc surcharges.
Trade and sustainability rules
Check sanctions, origin and forced labour risk, and collect verified emissions data for CBAM goods before award rather than at the border.
Value after signature
Check invoices against contract prices and keep track of the obligations that are easiest to lose.
Template 35
All templates
Grouped by the stages of our approach. Word templates are documents to complete and issue; Excel templates calculate as you enter data.
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Template Library Guide
How the templates fit together, which to use when, and what changed in 2025 and 2026.
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Define the need
Analyse the market and the cost
Pre-Tender Estimate and Should-Cost Model
Build an independent estimate from cost drivers, with energy, freight and carbon scenarios.
DownloadSupply Risk Register
Score supply risks, with early warning indicators and triggers for action.
DownloadProcurement Strategy
A short, decision-ready plan covering the market, the method, evaluation, scenarios and risks.
DownloadProcurement Plan Register
Plan the year's procurement activity, with regulatory flags and continuity-critical items.
DownloadGeopolitical and Route Exposure Assessment
Score exposure to conflict, chokepoints, sanctions and tariffs, and test cost scenarios.
DownloadSupply Continuity Plan
Compare time to survive with time to recover, and plan the response before a disruption.
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Engage and qualify suppliers
Supplier Pre-Qualification Questionnaire
Confirm eligibility, financial standing, capability, resilience and compliance.
DownloadSupplier Site Audit Checklist
A scored on-site audit, including business continuity and information security.
DownloadSupplier Cyber Security Questionnaire
Security questions in proportion to the supplier's risk tier, with critical questions and a score.
DownloadTrade Compliance Check
Sanctions screening, origin, export control, CBAM and forced labour checks in one register.
DownloadCBAM Embedded Emissions Data Request
Request installation and product emissions data from suppliers of CBAM goods.
DownloadForced Labour and Human Rights Due Diligence Questionnaire
A proportionate questionnaire built on the OECD due diligence steps and the ILO indicators of forced labour.
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Tender, evaluate and negotiate
Request for Quotation (RFQ)
An invitation to quote, designed so that quotations arrive in comparable form.
DownloadInvitation to Tender (ITT / RFP)
Formal tender documents: instructions, tender data sheet, evaluation method and contract basis.
DownloadPrice Schedule and Commercial Response
One format for every bidder's prices, terms, origin and freight.
DownloadEvaluation Panel Declaration
Conflict of interest and confidentiality declaration for everyone involved in evaluation.
DownloadBid Evaluation Matrix
Weighted quality and price scoring, with an abnormally low tender check.
DownloadLanded Cost and TCO Calculator
Compare offers on landed cost and total cost of ownership, with freight, tariff and CBAM scenarios.
DownloadNegotiation Plan
Objectives, positions, alternatives and planned concessions, agreed before the first meeting.
DownloadSingle Source Justification
Record why competition is not possible and how value will still be secured.
DownloadEvaluation Report and Award Recommendation
A record of the evaluation that someone outside the panel can follow.
DownloadAward, Regret and Suspension Letters
Three standard letters: intention to award, notice to unsuccessful bidders and suspension of work.
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Contract and manage performance
Purchase Order
A purchase order with key conditions and a checklist to complete before it is issued.
DownloadGoods Receipt and Inspection Report
Receiving inspection, including origin documents and CBAM data.
DownloadSupplier Performance Scorecard
Weighted KPIs for delivery, quality, cost, service, ESG and resilience.
DownloadNon-Conformance and Corrective Action Request
Record a non-conformance and require containment, root cause analysis and corrective action.
DownloadContract and Order Register
Track contracts, notice deadlines, price reviews and sanctions re-screening dates.
DownloadEnergy and Freight Price Adjustment Calculator
Apply an agreed index formula with threshold, cap and floor, and check surcharge claims.
DownloadContract Compliance and Value Leakage Check
Check invoices against contract prices and track contractual obligations.
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AI in procurement
About these templates
The templates follow the structure and terminology of the CIPS Procurement and Supply Cycle. They are an independent work by NSM Sourcing and are not endorsed by CIPS.
Each template is short, uses the language of the profession and is written for private-sector buyers. Facts about regulations and markets are stated as of October 2026; check them before relying on them. The templates are general guidance, not legal advice.
The templates are published under the Creative Commons Attribution 4.0 International licence (CC BY 4.0). You may copy, adapt and share them, including for commercial purposes, provided you credit NSM Sourcing as the source.