A template for tracking the progress of negotiations, including key discussion points, terms, and agreed-upon actions
1. General Information
This section records essential details about the negotiation event, such as the date, negotiation team members, and context.
| Field | Details |
|---|---|
| Negotiation Event | SayPro Monthly Bid Negotiation – January SCMR-1 |
| Date | [Insert Date of Negotiation] |
| Negotiation Team | [List of Negotiators/Stakeholders Present] |
| Negotiation Objective | [Brief description of the negotiation’s primary goal] |
| Project/Contract | [Reference to the specific project/contract being negotiated] |
2. Key Discussion Points
This section captures the main topics discussed during the negotiation, including any differences in opinion, priorities, or focus areas.
| Discussion Point | Details |
|---|---|
| Point 1 | [Summary of key discussion point, e.g., price adjustment or contract terms] |
| Point 2 | [Summary of another discussion point, e.g., service level agreement, timelines] |
| Point 3 | [Any other significant point discussed during the session] |
3. Negotiation Terms
This section summarizes the terms that were proposed, modified, or agreed upon during the negotiation process. It helps to establish clarity on what was decided during the meeting.
| Term | Proposed By | Initial Proposal | Agreed-Upon Term | Notes |
|---|---|---|---|---|
| Price | [Name/Party] | [Initial price proposal] | [Final agreed price] | [Any notes on price breakdown or discounts] |
| Payment Terms | [Name/Party] | [Initial payment structure] | [Final payment terms] | [Any other related payment conditions] |
| Delivery Schedule | [Name/Party] | [Initial proposed delivery date] | [Final agreed delivery schedule] | [Note if any flexibility is allowed] |
| Service Level Agreement | [Name/Party] | [Initial service level expectations] | [Final agreed SLA] | [Notes on performance metrics or penalties] |
4. Action Items
This section tracks the follow-up actions that need to be completed post-negotiation. It includes deadlines, responsible parties, and status updates to ensure accountability.
| Action Item | Assigned To | Due Date | Status | Comments |
|---|---|---|---|---|
| Finalize Contract Draft | [Assigned Team/Person] | [Due Date] | [In Progress/Complete] | [Notes on any blockers] |
| Provide Updated Pricing Information | [Assigned Team/Person] | [Due Date] | [In Progress/Complete] | [Any additional context] |
| Confirm Delivery Terms | [Assigned Team/Person] | [Due Date] | [In Progress/Complete] | [Notes on shipment process] |
5. Summary of Agreements
This section provides a concise overview of the final agreements made during the negotiation, summarizing key elements for clarity and easy reference.
| Agreement Type | Details |
|---|---|
| Pricing Agreement | [Final price agreed upon, including discounts or modifications] |
| Payment Terms Agreement | [Summary of the payment structure, including any installments or schedules] |
| Delivery Agreement | [Agreed-upon timelines for delivery, any flexibility or penalties discussed] |
| Service Level Agreement | [Specifics on agreed performance standards, response times, or penalties] |
6. Open Issues / Pending Decisions
This section serves as a list of issues that were not resolved during the negotiation or require further discussion. It helps track areas needing attention in future meetings.
| Open Issue | Responsible Party | Details/Next Steps | Expected Resolution Date |
|---|---|---|---|
| Issue 1 | [Name/Team] | [Details of open issue] | [Date] |
| Issue 2 | [Name/Team] | [Details of open issue] | [Date] |
7. Next Steps & Follow-up
This section outlines the actions to be taken after the negotiation session, including scheduling the next meeting, additional research, or clarifications needed.
| Next Step | Assigned To | Due Date | Status | Comments |
|---|---|---|---|---|
| Schedule Follow-up Meeting | [Assigned Team/Person] | [Due Date] | [In Progress/Complete] | [Details on meeting agenda] |
| Provide Further Clarifications on Terms | [Assigned Team/Person] | [Due Date] | [In Progress/Complete] | [Details of the clarification needed] |
8. Negotiation Outcome Summary
The final section provides a high-level overview of the negotiation outcome, including whether the deal was finalized or if there are additional steps required before completion.
| Negotiation Outcome | Details |
|---|---|
| Final Agreement Reached | [Yes/No] |
| Pending Actions | [List any actions still pending for deal closure] |
| Next Steps | [Brief summary of what’s to happen next or date for final decision] |
9. Additional Notes / Observations
This section is for any other important information that doesn’t fit elsewhere but may impact the future of the negotiation or be relevant for the parties involved.
| Notes/Observations | Details |
|---|---|
| Note 1 | [Any other important observations or strategic considerations] |
Conclusion:
The Negotiation Log Template is an essential tool to ensure that negotiations are systematically tracked, key actions are assigned, and both parties have clear visibility into the status of the negotiation process. By using this log, all team members can maintain alignment on the progress of negotiations and ensure timely follow-up actions are completed.
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