Competition is the default in good procurement, but there are genuine situations where only one supplier can meet a need — a proprietary part, a compatibility requirement, an emergency, or a specialist with no realistic alternative. When you skip competition, you owe the organisation a written reason that stands up to scrutiny. This free Word template guides you through that case: the nature of the requirement, why alternatives were ruled out, how the price was tested for reasonableness, and the approvals that make the award defensible if an auditor asks.
When a single-source award is legitimate
A sole-source decision is only sound when the market genuinely offers one viable option. Common grounds include a patented or proprietary item, the need for compatibility with installed equipment, a time-critical emergency, or a specialist capability held by a single provider. The template names each ground so you select and justify the right one.
The point of documenting it is not bureaucracy. A clear justification protects the buyer and the organisation — it shows the decision was reasoned, not a shortcut around procurement rules or a masked preference for a favoured supplier.
Building the justification
Set out the case in the order an approver will assess it:
- State the requirement and the business need in plain, specific terms.
- Select the justification category and explain why it applies here.
- Show what alternatives you looked at and the concrete reason each was unsuitable.
- Explain how you satisfied yourself the price is fair without competing quotes.
- Route the completed form for review and approval before committing the spend.
Keeping direct awards defensible
Test price reasonableness even when you are not competing — a prior price, a published rate or an independent benchmark all help. Keep sole-source arrangements time-bound and revisit them rather than letting them roll on indefinitely. Retain the signed justification with the purchase order so the audit trail explains, in one place, why competition was set aside.
Download the Sole Source Justification Template
Free, editable Word (.docx). Complete the form above and your download starts instantly.
Common questions
What is a sole source justification template?
It is an editable form used to document why a purchase was awarded to a single supplier without competition — recording the requirement, the grounds, the alternatives considered and the price-reasonableness check.
When is a sole source justification needed?
Whenever you make a direct or non-competitive award — for a proprietary item, a compatibility need, an emergency or a genuine single specialist — you should document the reasoning so the decision is auditable.
What format is the template in?
A Microsoft Word (.docx) document with structured sections and placeholders, so you can adapt it to your organisation's approval process and terminology.
Is this sole source justification template free?
Yes. Enter your work email above and the editable Word document downloads automatically at no cost.
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