Correspondence

Every email, letter, memo, and formal communication exchanged during a procurement process forms part of the official correspondence record. These aren't just casual messages—they're legal documentation that can make or break a dispute, clarify requirements, or prove compliance with federal policy. The Government of Canada's Supply Manual treats written communications as essential accountability mechanisms throughout the contracting lifecycle.

How It Works

In federal procurement, correspondence serves multiple masters. It documents decisions, creates an audit trail, and provides legal protection for both buyers and suppliers. When PSPC issues a Request for Proposal, every question from potential bidders gets answered through formal correspondence that must be shared with all interested parties—keeping the process fair and transparent.

Here's the thing: correspondence requirements scale dramatically with procurement complexity. A simple purchase order under $25,000 might need minimal documentation. But complex standing offers or contracts with DND or SSC? You're looking at extensive written records covering everything from initial requirements definition through contract closeout, including every substantive exchange that modifies terms, clarifies specifications, or documents issues along the way.

In practice, federal buyers use Canada Buys and Buy and Sell platforms to manage much of this documentation electronically. When suppliers submit questions through these systems, responses get published as addenda or amendments so everyone sees the same information. Email remains common for day-to-day contract administration, but anything affecting price, scope, or timelines should be formalized through proper channels. Department-specific systems may add their own layers—what Treasury Board needs for submissions looks very different from operational communications at individual departments.

Key Considerations

• Retention matters. Federal records management policies require correspondence to be kept for specific periods, often seven years or more depending on the contract type and value. You can't just delete emails after award.

• Informal channels create risk. Had a helpful phone conversation with a supplier? Follow it up in writing. Verbal agreements or clarifications given outside official channels won't protect you when disputes arise later.

• Access to Information applies. Your procurement correspondence can be requested by media, suppliers, or citizens under ATIP legislation. Write every message assuming it might become public—because it might.

• Language obligations cut both ways. For contracts subject to Official Languages Act requirements, you need to handle correspondence in both English and French when suppliers request it.

Related Terms

Solicitation, Addendum, Contract File, Audit Trail, Request for Information

Sources

• Government of Canada Supply Manual - Official federal procurement policy and procedures

• Canada Buys - Procurement Portal - Federal government procurement information and opportunities

• Buy and Sell - Federal government tender opportunities

Treat your procurement correspondence like the legal record it is. Clean documentation practices save headaches during audits and protect both your department and the integrity of the process.