Indkøbsbrev

Indkøbsbrev, or purchasing letter, is a formal document used in business procurement to communicate an order or to solicit and confirm terms with a supplier. It typically marks the start or fulfillment of a purchase and provides a legally binding record of the transaction when accepted by the supplier. It can function as an order confirmation or as a formal request for quotation, depending on the stage of the process.

Contents: It usually includes the buyer and supplier details, reference numbers, description of goods or services, quantity, unit of measure, and unit price, total price, delivery date and location, and delivery terms. It also specifies payment terms, acceptance criteria, quality requirements, warranties, and conditions for cancellation, late delivery penalties, and the validity period of the offer. The document may also reference a contract or framework agreement and include signatures or electronic approvals.

Process context: In many organizations, an indkøbsbrev follows a quotation evaluation and, once accepted, constitutes a purchase order or an order confirmation. In public procurement, it supports transparency and auditability, aligning with procurement rules and contracts.

Differences and scope: The indkøbsbrev is distinct from a mere inquiry or quote; it is a concrete purchase instruction that creates a contractual obligation upon acceptance. It may be issued in various forms, including as an elektronisk purchase order in procurement systems.