# RFQ/EOI — Email Templates

Purpose: Standardize outbound messages to vendors and internal stakeholders with placeholders and variables.

Common Placeholders
- {{vendor_name}}
- {{contact_name}}
- {{rfq_number}}
- {{rfq_title}}
- {{rfq_type}}
- {{org_name}}
- {{due_date}}
- {{portal_link}}
- {{addendum_number}}
- {{question}}
- {{answer}}

Templates
- Invitation to Quote
  - Subject: Invitation to respond — {{rfq_number}} {{rfq_title}}
  - Body: Greeting, brief summary, due date, portal link, attachments summary, support contact

- Reminder (pending response)
  - Subject: Reminder — {{rfq_number}} due {{due_date}}
  - Body: Countdown reminder, portal link, support contact

- Addendum Notice
  - Subject: Addendum published — {{rfq_number}} (acknowledgment required)
  - Body: Summary of change, link to details and acknowledgment in portal

- Award Notification
  - Subject: Award — {{rfq_number}}
  - Body: Congratulations and next steps; or regret message to non-awarded vendors if policy allows

Internal Notifications
- Publish confirmation and summary to procurement team
- Escalation when response rate is low near due

Localization and Branding
- Allow per-org logo and footer
- Simple variable substitution; future support for translations