Procurement request template

RFP response approval signing request template

An RFP response approval is a sign-off confirming a bid owner or sponsor has reviewed and approved a request-for-proposal response before submission.

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What is a rfp response approval?

An RFP response approval is an internal sign-off used to confirm that the right person has reviewed a completed response to a request for proposal and approved it for submission. It captures who approved the response, on what date, and that they are satisfied the pricing, scope and commitments are correct before the bid goes out. It is the control point between drafting a proposal and formally submitting it to the client.

This matters because RFP responses often contain binding pricing, delivery commitments and contractual positions that the business must be able to honour. A signed approval creates accountability and an audit trail showing the response was authorised at the appropriate level, which is valuable for governance, post-bid reviews and managing risk on high-value opportunities.

When to use a rfp response approval

Securing executive sign-off before submitting a competitive RFP response
Confirming pricing and scope are approved on a high-value or strategic bid
Recording governance approval for an audit trail on tender submissions
Getting the bid owner to formally release a response to the client

What to include in a rfp response approval

RFP reference: the tender or RFP name, number and client it responds to
Response summary: scope, pricing and key commitments being approved
Approver details: name and role of the bid owner or executive sponsor
Conditions of approval: any caveats or changes required before submission
Approval statement and signature: confirmation the response is approved to submit

Pros and cons of sending a rfp response approval as a signing request

Pros

Creates a dated record of who approved the bid before submission
Tracks whether the approver opened and signed ahead of the deadline
Password protection helps keep pricing and strategy confidential
Completion receipt supports your governance and audit trail

Cons and things to watch

Internal approval does not itself submit the response to the client
Approval reflects the version sent; later changes need re-approval
It does not verify the accuracy of the pricing or claims inside
Sign-off authority must be correct or the approval may not hold

How to send a rfp response approval with Cosign

Upload the final RFP response to Cosign and preview it to confirm it is the version to be approved
Add the bid owner or executive sponsor as the signer with a message noting the submission deadline
Set a 7-day expiry and apply password protection to keep pricing and strategy confidential
Send the private link, track the approval, and keep the receipt as your governance record

RFP response approval request details

Email subject

RFP response approval

Default message

Please review and approve this RFP response before it is submitted.

Signer setup

Bid owner or executive sponsor

Suggested expiry

7 days

Button label

Approve RFP response

Best fit

Procurement teams

RFP response approval FAQs

Is an electronic approval signature valid in Australia?

Electronic signatures are generally recognised in Australia under electronic transactions legislation when intent and identity are clear and the parties accept that method. For an internal approval, this records who signed off and when. Seek professional advice for governance requirements specific to your organisation.

Does approving the RFP response submit it to the client?

No. Cosign records the internal approval only. You still submit the response to the client through whatever channel the RFP requires, such as a tender portal or email.

What if the response changes after it is approved?

The approval relates to the version that was signed. If you change pricing or scope afterwards, send the updated document for fresh approval so the record matches what is submitted.

Is the RFP response kept private?

Yes. Cosign sends the document via a private link to the named approver only, and pages are not indexed by search engines. Your bid pricing and strategy are not publicly searchable.

Who should approve an RFP response?

Typically the bid owner or an executive sponsor with authority over pricing and delivery commitments. Using the correct approver ensures the sign-off carries weight in any later review.