Write a sole-source justification that passes approval
A clear, defensible case for buying from one supplier without competitive bidding, with the evidence approvers and auditors look for.
The prompt
Help me write a sole-source (or single-source) justification for a purchase.
What we're buying and estimated value: [ITEM OR SERVICE, TOTAL CONTRACT VALUE, DURATION]
Proposed supplier: [NAME]
Why only this supplier: [e.g. "proprietary technology", "compatibility with installed equipment", "only certified source", "urgent need", "follow-on to existing work"]
Evidence: [MARKET RESEARCH DONE, OTHER SUPPLIERS CONTACTED AND WHY THEY DON'T QUALIFY, TECHNICAL REQUIREMENTS]
Price reasonableness: [HOW I KNOW THE PRICE IS FAIR - past prices, price lists, benchmarks, negotiated discount]
Our policy or regulation: [PASTE THE ALLOWED REASONS OR THRESHOLD FROM OUR PROCUREMENT POLICY]
Approvers: [WHO SIGNS]
Requirements:
- Tie the justification to the specific allowed reason in my policy; don't use a reason my policy doesn't list.
- Show that alternatives were genuinely considered, with facts, not assertions like "no one else can do it".
- Separate sole source (only one exists) from single source (we prefer one among several); be honest about which applies.
- If urgency is the reason, explain why it wasn't foreseeable, since self-made urgency usually fails review.
- Include the price reasonableness basis and any plan to compete it next time.
- Use only facts I provide; mark gaps [ADD EVIDENCE].
Return:
1. The justification memo with headings: Requirement, Proposed supplier, Justification, Market research, Price reasonableness, Risks, Future competition plan, Approval.
2. A list of weak points an auditor might challenge, with how to strengthen each.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Writing & Editing prompts
What to fill in
- ITEM OR SERVICE, TOTAL CONTRACT VALUE, DURATION
- NAME
- WHO SIGNS
- ADD EVIDENCE
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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