Written by Marijn Overvest | Reviewed by Sjoed Goedhart | Fact Checked by Ruud Emonds | Our editorial policy

The Record of Proposals Sample

Naturally, we at Procurement Tactics created small records of proposal samples so that you can see what they look like. People tend to rush all over and then forget things during negotiations.

Most negotiators are often found scribbling notes in no particular order while the deal unfolds before them. When the deal is done, you can’t make sense of your notes or what the other party has suggested, let alone the last full position that was offered. 

This ‘record of proposals’ should allow you to record all key information and proposals given during the negotiation. It will allow you to record all movements and positions, enabling you to keep track of where you are up to now and how you got there.

While moving across the page tracking your position with theirs, allows you to summarize accurately and to make sure that your facts are clear when you come to write up the agreement. 

Over time, the record of proposals will allow you to

• Monitor the size of the moves they have made and on which variables
• Summarize across variables with the running total of your last position

If you don’t confirm what you’ve agreed to, how do you know what decisions were made and agreed on? In most cases, this can lead to another negotiation later on.

At this point, you are now ready to negotiate. The planning is done, you’ve mastered the tactics, and your behavior is tuned to that of a professional negotiator. You are now able to foresee what is inside the heads of your opponents, allowing you to deal with opportunities as the other party sees them.

This Negotiation Course For Procurement Professionals is only as complete as planning, and never so complete that everything else can be taken for granted. Never be assuming and always be inquiring. Don’t be rushed, but be considerate and respectful. 

We know it’s a tough balance that requires nerves of steel and lots of confidence to boot, and it is for this reason that you can never afford to be complacent.

My Experience With Closing a Deal

I want to share a personal example of something I did in the final phase of an annual negotiation.

When I came to a final agreement, I directly produced the first draft agreement via e-mail. Not the hour after closing the deal, but directly after coming to an agreement, with all negotiators in the room. By doing this, I saved myself hours of discussion after closing the deal. Especially when dealing with large, 100 million dollar+ suppliers, it often took me months to come from a face-to-face deal towards a signed contract.

After closing the deal, we went on towards the next step: negotiating about what we agreed upon. This was a waste of time that led to many negative feelings on both sides of the negotiation parties.

Save yourself time and effort in moments you have the opportunity to wrap up the made deal directly when all negotiating people are still in the same room. I did this by sharing my screen on a monitor while writing my wrap-up e-mail. I send that e-mail to the supplier, which directly after sending it, confirmed it with a reply on my e-mail.

In this lesson, you have learned how to create and implement the move planner and how to track proposals during your upcoming negotiation.

Conclusion

Record of proposals emerges as a vital tool for navigating complex negotiations, offering a structured approach to tracking key information and maintaining progress.

As negotiators often find themselves immersed in the unfolding details of a deal, this tool provides clarity and organization, ensuring that no crucial data is overlooked.

Procurement professionals can utilize samples provided by Procurement Tactics to create their records, facilitating accurate summarization and aiding in the finalization of agreements. The ability to monitor moves, summarize across variables, and confirm agreements contributes to successful negotiations.

The importance of timely closure is highlighted through a personal example, emphasizing the efficiency gained by swiftly producing a draft agreement after reaching a consensus.