Clarification Meetings: How to Run Them
Preparation
- Circulate your questions and the vendor's proposal at least two days ahead.
- Ask each vendor the same core questions so answers stay comparable.
- Keep a running question log with the answer and the date.
| Question type | Why it matters |
|---|---|
| Assumptions | Reveals where the price will move |
| Exclusions | Explains the gap between quotes |
| Reference projects | Tests whether the capability is real |
| Team | Who will actually do the work |
Afterwards
Send a written summary of what was agreed and what remains open. Proposals that change after a meeting without a written record are a common source of disputes later.