# 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.

- Topic: Writing & Editing
- Framework: RTF
- Level: Standard
- Tags: Write, Research, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-a-sole-source-justification-that-passes-approval

## Prompt

```text
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.
```

## What to fill in

- ITEM OR SERVICE, TOTAL CONTRACT VALUE, DURATION
- NAME
- WHO SIGNS
- ADD EVIDENCE

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.