Securing Written Agreements After Verbal Negotiations: Protecting Your Position

July 25, 2025

You've had the negotiation call. You’ve agreed a revised price or tweaked your delivery model. Everyone seems happy. But has anything actually been confirmed?

In post-tender negotiations, verbal agreements can leave providers vulnerable if they aren’t followed up in writing.

📌 Why Written Agreements Matter

Clarity: Commissioners and providers may interpret verbal changes differently. A written agreement avoids misunderstanding.
Accountability: If disputes arise later, a clear record of what was agreed can be invaluable.
Contract alignment: If changes affect KPIs, staffing levels, or pricing, the contract needs to reflect that—or you could be held to the original version.

🧾 What to Confirm in Writing

Revised pricing: Specify amounts, units, and any limits or review points.
Scope changes: Confirm if services have been scaled back or phased in differently.
Performance measures: Agree on how outcomes will be monitored if changes affect delivery.
Timelines and sign-off: Set deadlines for when written contracts will be issued and signed.

📤 How to Follow Up Professionally

Send a clear, professional email summarising the discussion and outlining what you understand to be agreed. Invite the commissioner to confirm or amend. Keep tone neutral and factual.

Example:

“Thank you for our discussion on [date]. As I understand it, we have agreed to revise the pricing to £X per unit, with delivery starting from [date]. Please could you confirm this in writing and advise when we can expect the updated contract paperwork?”

✔️ Protect Your Organisation

In a sector where verbal agreements can lead to misaligned expectations, securing written confirmation protects your service, your staff, and your finances. A few minutes of documentation today can prevent months of stress tomorrow.

Written by Mike Harrison, Founder of Impact Guru Ltd — specialists in bid writing and strategy for social care providers