Email template – Information and acceptance procedure to include suppliers’ data in Prokuria

Communication is the key to all successful business interactions. Before starting to use Prokuria in your daily sourcing activities, you would want to announce your suppliers of any changes.

Also, you would want to inform and eventually get their acceptance to include their data in your database on the Prokuria platform

We’ve put together a customizable email template that you can send to your suppliers to introduce them to Prokuria.
Just follow the instructions below:

  1. Copy the text in the template below. 
  2. Make sure to fill in and double-check bolded text for accuracy. You can also remove anything that isn’t pertinent to your suppliers and organization. 
  3. Further, customize the email to your preference and add any additional information about why you are sending this email to them and what everyone will gain from Prokuria. 
  4. Send the email and answer any questions your suppliers might have.

Dear [partner],

Over the next period, our organization will initiate electronic sourcing processes through the Prokuria platform (

Prokuria is an online platform that enables companies to better manage their supplier base and to organize sourcing events with suppliers, in a structured manner. It accommodates events such as: request for information (RFI), request for quotation (RFQ), requests for proposal (RFP), and Reverse, Forward, or Dutch auctions.  

To facilitate this process, we will upload your contact details, as a representative of a supplier or possible supplier, onto our database hosted on Prokuria. These data points include your name, role in the company, email address, phone number, company name, registered office address, website.

This data can be deleted or modified by sending an email request to [your email address]. Should you prefer not to have this data recorded in our database in Prokuria, kindly let us know by replying to this email.

Also, to ensure the successful completion of the procurement events launched via the electronic platform, we ask you to carefully read the information materials as well as the suppliers’ manuals that will be provided to you in due time.

[Closing greetings and your name]

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