GETTING ON THE GSA SCHEDULE

What Goes in a GSA Letter of Supply? Content Checklist and Tips

If your GSA Multiple Award Schedule (MAS) offer does require a Letter of Supply (LOS), it should show that the manufacturer or source authorizes you to offer its products, that supply is available, and that the products meet the program’s product requirements. Use GSA’s current format and wording if one is provided, because the requirement is now limited to certain offerings. See GSA Letter of Supply: When It Is Required first.

What should a Letter of Supply cover?

The current offer instructions and SIN-specific requirements control the required content, so confirm them before you send a request to a manufacturer. Historically, GSA letters have addressed these points.

• Identification: the manufacturer or supplier, and you as the offeror, with contact details
• Authorization: confirmation that you are an authorized dealer, reseller, or distributor allowed to offer the products under a GSA contract
• Supply commitment: a statement that the source will supply sufficient quantities to meet government demand during the contract period, subject to reasonable conditions
• Product coverage: the product lines or specific products the letter covers
• Product requirements: confirmation, where the instructions require it, that the products are commercial items and comply with the Trade Agreements Act
• Signature: the printed name, title, and signature of someone with authority to speak for the source

What formatting details matter?

• Official letterhead of the manufacturer or supplier
• A current date, since some reviewers question older letters
• A reference to your company and, where appropriate, the solicitation or contract
• A signature from an authorized representative, not just a sales contact
• A clear list of what is covered, or a statement that it covers all products the source sells to you

How do you get a manufacturer to provide one?

1. Start early. Government contracting teams at manufacturers may be small or unfamiliar with the request.
2. Send a short cover note that explains the request, plus GSA’s language if available.
3. Ask for a named contact and a target date.
4. If the first contact declines, escalate to a channel, government sales, or contracts manager.
5. Keep a copy of every letter with the date received, because you will need them for modifications and audits.

When can a letter be avoided?

Only where the current rules say so, such as for offerings outside the limited IT and Printing and Photographic Equipment cases, or where the manufacturer is covered by the Verified Products Portal. Do not skip the letter based on an old article. Confirm with the current instructions or your contracting officer.