Manufacturer authorization, tender HD-2026-114, Veltrix Medical Devices

Manufacturer authorization letter for a tender bid

A manufacturer authorization letter proves to a tender buyer that a dealer may offer the maker's goods, with the maker's warranty behind them. This one page letter from a medical device maker authorises its distributor to bid for 40 infusion pumps, lists the models and states warranty, spares and validity.

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Veltrix Medical Devices
Regional Sales, 5 Meridian Park · tenders@veltrixmedical.example

Thursday 15 October 2026
The Procurement Officer, Harlow District Health
Tender HD-2026-114, supply of volumetric infusion pumps

Manufacturer's authorization

Veltrix Medical Devices, the manufacturer of the goods listed below, authorises Sunmed Supplies, 19 Harbour Way, Harlow, to submit a tender, negotiate and sign a contract with Harlow District Health under tender HD-2026-114 for these goods.

Product
Model
Quantity in tender
Volumetric infusion pump
VX-420
40
Pole clamp and docking station
VX-DS4
10
Drug library software licence
VX-LIB
1
Sunmed Supplies is authorised to quote, supply, install and service these goods.
Veltrix extends its full warranty of 3 years, parts and labour, to goods supplied under this tender.
Spare parts and service manuals will be available for 7 years from delivery.
If Sunmed Supplies cannot meet its warranty obligations, Veltrix will meet them directly.

This authorization is valid until the tender closes on Friday 30 October 2026 and for 180 days after that, and for the term of any contract awarded under the tender.

For Veltrix Medical Devices
Name
:
Henrik Solberg
Title
:
Regional Sales Director

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Ledger letterhead
The manufacturer's name, regional sales address and tender email.
Addressee
The buyer's procurement officer and the tender number and title.
Authorisation
The named dealer and what it may do under this tender.
Product table
Products, model numbers and tender quantities.
Undertakings
Scope of authority, warranty, spare parts and backing of the dealer's obligations.
Validity
Tender close plus 180 days and the term of any contract.
Signature block
The regional sales director's name and title.

Why buyers ask for one

When a buyer purchases equipment it will rely on for years, the dealer's promise is only as good as its access to the maker. A manufacturer authorization letter closes three gaps. It proves the dealer can get genuine stock, it brings the maker's warranty and spare parts commitment into the bid, and it stops unauthorised resellers from offering goods they cannot support. Development banks include a manufacturer's authorization form in their standard procurement documents for exactly these reasons, and many government buyers have copied the practice for medical, technical and safety equipment.

A seven item checklist

Before signing, check that the letter names the buyer and the tender number exactly as the tender documents do, names the dealer with its registered address, lists the products by model number, states what the dealer may do (quote, supply, install, service), sets out the warranty the maker provides, commits to spare parts for a stated period, and gives a validity that covers the tender evaluation and contract term. A missing tender number or an expired validity is the most common reason these letters are rejected at the compliance check.

How to adapt this document

If the tender includes its own authorization form, transfer these details into it rather than sending this layout. Otherwise, change the buyer, tender number and dealer, and rebuild the table from the bid schedule so line descriptions match. Set warranty and spares to what your company actually offers in that market; a longer promise than your standard terms can bind the company. Match validity to the tender's validity period. Keep the sentence on backing the dealer's warranty obligations only if your company is willing to stand behind it.

What makes this document work

It names one tender, one buyer and one dealer

The letter is addressed to Harlow District Health's procurement officer for tender HD-2026-114 and authorises Sunmed Supplies by name and address. A general letter saying a company is a distributor would not satisfy an evaluator who must check authority for this bid.

Models are listed, not described

The table gives the VX-420 pump, the VX-DS4 docking station and the VX-LIB licence with tender quantities. The evaluator can match each line to the bid schedule, and the dealer cannot later offer a different model under this authority.

The maker stands behind the dealer

A 3 year parts and labour warranty, spares for 7 years and a promise that the maker will meet warranty obligations if the dealer cannot, are the reasons a buyer asks for this letter. Validity to tender close plus 180 days covers evaluation and award.

Questions people ask

What is a manufacturer authorization letter?

It is a letter, often on a form supplied in the tender documents, in which the maker of goods confirms that a named dealer may offer those goods in a named tender and that the maker's warranty applies. Buyers use it to avoid grey market products, unsupported warranties and dealers who cannot obtain stock.

Who signs a manufacturer authorization letter?

A person with authority to bind the manufacturer, usually a sales director, managing director or someone holding a power of attorney for tenders. Some buyers ask for the signatory's authority to be evidenced, so keep a board resolution or delegation letter ready. The dealer must never sign it on the maker's behalf.

How long is a manufacturer authorization letter valid?

As long as the letter says. A common approach is the tender validity period, which runs from the closing date for a fixed number of days, plus the term of any resulting contract. If the letter expires before award, the buyer may treat the bid as non compliant, so match it to the tender's own validity period.

Can one manufacturer authorize several dealers for the same tender?

It can, unless the tender forbids it, but many buyers treat that as a sign of price coordination and some disqualify duplicate offers of the same product. Manufacturers usually authorise one dealer per tender to avoid competing against themselves. If you do authorise more than one, tell the buyer in each letter.

Is a manufacturer authorization letter required for every tender?

No. It is common in public and donor funded procurement of equipment, medical devices, IT hardware and vehicles, and in international tenders following development bank documents. Where it is required, the tender usually includes a form; use that form, fill every field, and add a covering letter only if the form leaves out something important.

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Sources

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