Request Confirmation Before a Supplier Uses a Subcontractor

Before you write

Use this example when a supplier proposes bringing another party into agreed work and your team needs the applicable approval process followed. Gather the details below so the recipient can act without asking you to reconstruct the situation.

• Contract or scope reference
• Proposed third-party role
• Authorized commercial and information owners

An email you can adapt

The subject “Subcontractor review for [work reference]” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.

Subject: Subcontractor review for [work reference]

Hi [name],
You mentioned involving [proposed party] in [work]. Before proceeding, please describe their intended role and what access or information they would require. [Authorized owner] will review the request under the applicable agreement and approval process. This email does not approve the arrangement. Please keep the existing scope and access boundary in place until the relevant review is complete and any conditions are confirmed.
Best, [sender]

Check the boundary

Refer approval questions to the responsible owner rather than making unsupported contractual or privacy assurances.

What a useful reply should settle

The reply should define the proposed role and information boundary well enough for an authorized review.

Record the actual decision and conditions before granting access or sharing the affected material.