Request for Authorization to Substitute Product

COMPANY LETTERHEAD

{{company_name}}

{{company_address}}

Phone: {{company_phone}}

Email: {{company_email}}

Website: {{company_website}}

DATE

{{date}}

MEMORANDUM

TO: {{Authorizing_Manager_Name}}

FROM: {{Employee_Name}}

DATE: {{date}}

SUBJECT: Request for Authorization to Substitute Product – {{Project_Name/PO_Number}}

1. INTRODUCTION

This memorandum serves as a formal request for authorization to substitute a product specified for {{Project_Name}} (or Purchase Order No. {{PO_Number}}) with an alternative product.

The proposed substitution is detailed below for your review and approval.

2. ORIGINAL PRODUCT DETAILS

**Original Product Name/Description:** {{Original_Product_Name}}

**Part Number/SKU:** {{Original_Product_SKU}}

**Manufacturer/Supplier:** {{Original_Product_Manufacturer}}

**Reason for Specification:** {{Reason_for_Original_Specification}}

3. REASON FOR SUBSTITUTION REQUEST

{{Reason_for_Substitution}} (e.g., product discontinuation, prolonged lead time, significant cost saving, superior functionality, unavailability from preferred supplier).

4. PROPOSED SUBSTITUTE PRODUCT DETAILS

**Proposed Product Name/Description:** {{Proposed_Product_Name}}

**Part Number/SKU:** {{Proposed_Product_SKU}}

**Manufacturer/Supplier:** {{Proposed_Product_Manufacturer}}

**Key Specifications/Features:** {{Proposed_Product_Key_Features}}

5. COMPARATIVE ANALYSIS (ORIGINAL VS. PROPOSED)

Please provide a brief comparison highlighting key differences and similarities:

**Performance/Functionality:** {{Performance_Comparison}}

**Cost Impact:** {{Cost_Impact}} (e.g., 'results in a {{percentage}}% saving of {{currency}}{{amount}}', 'no change in unit cost but better availability')

**Availability/Lead Time:** {{Availability_Comparison}}

**Compatibility:** {{Compatibility_with_existing_systems/parts}}

**Quality Standards:** {{Quality_Standards_Met_by_Proposed_Product}}

6. IMPACT OF SUBSTITUTION

Please describe any potential impacts of this substitution on the project timeline, budget, quality, or other relevant aspects.

**Positive Impacts:** {{Positive_Impacts}}

**Negative Impacts (if any):** {{Negative_Impacts}}

**Mitigation Strategies (if negative impacts exist):** {{Mitigation_Strategies}}

7. RECOMMENDATION

Based on the analysis, I recommend proceeding with the substitution of {{Original_Product_Name}} with {{Proposed_Product_Name}}.

I believe this substitution will {{Benefit_Statement}}.

8. REQUIRED AUTHORIZATION

Your authorization is required for this product substitution. Kindly sign below to indicate your approval.

SIGNATURE BLOCK

Sincerely,

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{{Employee_Name}}

{{Employee_Job_Title}}

{{Employee_Department}}

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**[FOR MANAGEMENT USE ONLY]**

**AUTHORIZATION:** [ ] APPROVED / [ ] NOT APPROVED

**Comments (if any):** ____________________________________________________________________

_______________________________________________________________________________________

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{{Authorizing_Manager_Name}}

{{Authorizing_Manager_Job_Title}}

Date: {{date}}