Request for Information in Advance of Purchase Order

Company Letterhead

{{company_name}}

{{company_address}}

{{phone}}

{{email}}

{{website}}

Date

{{date}}

Vendor Information

Vendor Name: {{vendor_name}}

Vendor Address: {{vendor_address}}

Contact Person: {{vendor_contact_person}}

Contact Email: {{vendor_contact_email}}

Contact Phone: {{vendor_contact_phone}}

Subject

Request for Information in Advance of Purchase Order - Regarding {{product_service_name}}

Introduction

Dear {{vendor_contact_person}},

This letter serves as a formal Request for Information (RFI) from {{company_name}} regarding your products/services as detailed below. We are currently evaluating potential suppliers for {{brief_project_description}} and require further information to facilitate our decision-making process before issuing a formal Purchase Order.

Information Requested

To assist us in our assessment and to ensure a smooth procurement process, please provide the following details:

1. Detailed Product/Service Description: Please provide a comprehensive overview of {{product_service_name}}, including specifications, features, and benefits.

2. Pricing Structure: Provide a clear breakdown of your pricing, including any volume discounts, maintenance fees, installation costs, and validity period of the quotation. Currency should be {{currency}}.

3. Delivery/Implementation Schedule: Outline the estimated lead times for delivery or implementation of the product/service from the date of Purchase Order issuance.

4. Payment Terms: Please state your standard payment terms (e.g., net 30, upfront deposit required).

5. Warranty and Support: Detail the warranty provisions, post-sales support, and any available service level agreements (SLAs).

6. References: Provide contact details for at least two client references with similar requirements whom we may contact.

7. Company Profile: Furnish a brief company profile, including your experience in similar projects and relevant certifications or accreditations.

Response Deadline

We kindly request that you submit the requested information no later than {{response_deadline_date}}. Please submit your response to {{reply_email_address}}.

Confidentiality

All information provided in response to this RFI will be treated with strict confidentiality and used solely for the purpose of our internal evaluation.

Conclusion

Thank you for your prompt attention to this request. We look forward to receiving your comprehensive response and potentially moving forward with a Purchase Order.

Sincerely,

Signature Block

{{your_name}}

{{your_title}}

{{company_name}}