# Vendor Brief Template

## Document Control

| Field | Value |
|-------|-------|
| **Template Version** | 1.0.0 |
| **Last Updated** | 2025-01-28 |
| **Owner** | Campaign Manager / Marketing Operations |
| **Status** | DRAFT |
| **Brief ID** | VND-{project}-{number} |

---

## Metadata

- **ID**: `VND-{project}-{number}` (e.g., VND-Q1LAUNCH-005)
- **Type**: Vendor/Partner Brief
- **Status**: Draft | Submitted | In-Progress | Review | Complete | Archived
- **Owner**: [Name - primary contact managing vendor relationship]
- **Contributors**: [Campaign team, brand team, legal]
- **Reviewers**: [Procurement, legal, campaign manager]
- **Team**: Marketing Operations / Campaign Management
- **Stakeholders**: [Finance, legal, campaign stakeholders]
- **Created**: YYYY-MM-DD
- **Last Updated**: YYYY-MM-DD
- **Vendor**: [Vendor/partner company name]
- **Vendor Contact**: [Primary contact name, email, phone]
- **Related**:
  - Campaign: `CAM-{id}`
  - Creative Brief: `CRE-{id}`
  - Assets: `AST-{id1}`, `AST-{id2}` (deliverables from vendor)
  - Content: `CNT-{id}` (if vendor producing content)
  - Contract: `CTR-{id}` (if formal contract required)
  - Budget: `BDG-{id}`

## Marketing-Specific Metadata

- **Budget**: $[total vendor cost]
- **Timeline**: start [YYYY-MM-DD] / deliverables due [YYYY-MM-DD] / final approval [YYYY-MM-DD]
- **Deliverables**: [List of expected deliverables - video, design assets, content, etc.]
- **Campaign**: CAM-{id} (parent campaign this vendor work supports)
- **Legal Review**: Pending | Approved | Conditional | N/A
- **Procurement Status**: Pending | PO Issued | Invoice Received | Paid

---

## 1. Project Overview

### 1.1 Project Summary

**Project Name**: [Name of project/engagement]

**Campaign Context**: [Parent campaign or initiative - link to CAM-{id}]

**Executive Summary**: [2-3 sentence overview of what vendor is being asked to deliver and why]

```text
[Concise summary suitable for vendor leadership and internal stakeholders]
```

**Business Objective**: [Why we're engaging this vendor - business need or opportunity]

### 1.2 Vendor Selection

**Vendor Name**: [Company name]

**Vendor Type**: [Agency, freelancer, production studio, platform, consultant, etc.]

**Primary Contact**: [Name, title, email, phone]

**Secondary Contact**: [Backup contact if applicable]

**Why This Vendor**: [Rationale for vendor selection - expertise, capacity, cost, prior relationship]

**Vendor Expertise**: [Relevant capabilities - video production, graphic design, copywriting, media buying, etc.]

### 1.3 Scope of Work

**In Scope**: [What vendor is responsible for delivering]

1. [Deliverable 1]
2. [Deliverable 2]
3. [Deliverable 3]

**Out of Scope**: [What vendor is NOT responsible for - prevent scope creep]

1. [Excluded item 1]
2. [Excluded item 2]

**Assumptions**: [What vendor can assume is provided by client]

- [Assumption 1 - e.g., "Client provides brand guidelines"]
- [Assumption 2 - e.g., "Client provides final copy approval"]

---

## 2. Background and Context

### 2.1 Company and Brand

**Company Overview**: [Brief company description]

**Brand Positioning**: [How company/product is positioned in market]

**Brand Guidelines**: [Link to brand guidelines: BRD-{id}]

**Target Audience**: [Primary audience for this work - persona, demographics]

**Competitive Landscape**: [Key competitors, market dynamics - if relevant to vendor work]

### 2.2 Campaign Context

**Campaign Name**: [Official campaign name - CAM-{id}]

**Campaign Objectives**: [Primary business goals of campaign]

**Campaign Timeline**: [Campaign start and end dates]

**Key Messages**: [Core messages campaign communicates]

**Campaign Channels**: [Where campaign runs - social, email, paid, events, etc.]

**Campaign Strategy**: [Link to campaign strategy: STR-{id}]

### 2.3 Project Background

**Problem/Opportunity**: [What business need or market opportunity drives this project]

**Why Now**: [Timing drivers - product launch, seasonal, competitive response, etc.]

**Success Criteria**: [What defines success for this vendor engagement]

**Prior Work**: [Has vendor done work for us before? Reference prior projects if helpful]

---

## 3. Deliverables

### 3.1 Primary Deliverables

**Deliverable 1**: [Name/description]

- **Description**: [Detailed description of what this is]
- **Specifications**: [Technical specs - format, dimensions, duration, word count, etc.]
- **Quantity**: [Number of items/variations]
- **Due Date**: YYYY-MM-DD
- **Owner** (vendor side): [Name]
- **Approver** (client side): [Name]

**Deliverable 2**: [Name/description]

- **Description**: [Detailed description]
- **Specifications**: [Technical specs]
- **Quantity**: [Number]
- **Due Date**: YYYY-MM-DD
- **Owner**: [Name]
- **Approver**: [Name]

**Deliverable 3**: [Name/description]

- **Description**: [Detailed description]
- **Specifications**: [Technical specs]
- **Quantity**: [Number]
- **Due Date**: YYYY-MM-DD
- **Owner**: [Name]
- **Approver**: [Name]

### 3.2 Deliverable Matrix

| Deliverable | Type | Specs | Quantity | Due Date | Owner | Status |
|-------------|------|-------|----------|----------|-------|--------|
| [Item 1] | [Type] | [Specs] | [#] | [Date] | [Name] | [ ] |
| [Item 2] | [Type] | [Specs] | [#] | [Date] | [Name] | [ ] |
| [Item 3] | [Type] | [Specs] | [#] | [Date] | [Name] | [ ] |
| [Item 4] | [Type] | [Specs] | [#] | [Date] | [Name] | [ ] |

### 3.3 File Formats and Specifications

**File Formats Required**: [List all required formats]

- [ ] [Format 1] - [Specs - e.g., "JPG, 1920x1080, RGB, <500KB"]
- [ ] [Format 2] - [Specs]
- [ ] [Format 3] - [Specs]

**Source Files**: [Are editable source files required? - Yes | No | [Specify - PSD, AI, AE, etc.]]

**File Naming Convention**: [Required naming structure - e.g., "CAM001-VND005-hero-v1.jpg"]

**File Delivery Method**: [How files should be delivered - email, Dropbox, Google Drive, FTP, etc.]

**File Delivery Location**: [Specific link or contact for file delivery]

---

## 4. Timeline and Milestones

### 4.1 Key Dates

| Milestone | Date | Owner | Success Criteria | Status |
|-----------|------|-------|------------------|--------|
| Brief submitted to vendor | [YYYY-MM-DD] | [Client] | Brief shared | [ ] |
| Vendor kickoff meeting | [YYYY-MM-DD] | [Both] | Alignment confirmed | [ ] |
| Concept/draft due | [YYYY-MM-DD] | [Vendor] | First version delivered | [ ] |
| Client feedback provided | [YYYY-MM-DD] | [Client] | Feedback shared | [ ] |
| Revisions due | [YYYY-MM-DD] | [Vendor] | Revisions delivered | [ ] |
| Final approval | [YYYY-MM-DD] | [Client] | Client sign-off | [ ] |
| Final deliverables | [YYYY-MM-DD] | [Vendor] | All files delivered | [ ] |
| Invoice submitted | [YYYY-MM-DD] | [Vendor] | Invoice received | [ ] |

### 4.2 Project Timeline

**Project Start**: YYYY-MM-DD

**Project End**: YYYY-MM-DD

**Total Duration**: [Number of weeks]

**Critical Dates**: [Any fixed deadlines that cannot move - campaign launch, event date, etc.]

### 4.3 Revision Policy

**Included Revisions**: [Number of revision rounds included in budget - e.g., "2 rounds"]

**Revision Turnaround**: [How quickly vendor must deliver revisions - e.g., "3 business days"]

**Additional Revisions**: [Cost/process for revisions beyond included - e.g., "Additional rounds at $X/hour"]

**Approval Process**: [Who approves, how long approval takes, escalation path]

---

## 5. Budget and Payment

### 5.1 Budget Overview

**Total Budget**: $[total amount]

**Budget Breakdown**:

| Line Item | Cost | Notes |
|-----------|------|-------|
| [Item 1 - e.g., Creative development] | $[amount] | [Details] |
| [Item 2 - e.g., Production] | $[amount] | [Details] |
| [Item 3 - e.g., Revisions (2 rounds)] | $[amount] | [Details] |
| [Item 4 - e.g., Licensing/rights] | $[amount] | [Details] |
| [Item 5 - e.g., Project management] | $[amount] | [Details] |
| **TOTAL** | **$[amount]** | |

**Budget Authority**: [Who approved this budget - name, title]

**Budget Notes**: [Any budget constraints, considerations, or approval thresholds]

### 5.2 Payment Terms

**Payment Structure**: [How vendor will be paid]

- [ ] Fixed fee (deliverable-based)
- [ ] Hourly rate: $[rate/hour]
- [ ] Retainer: $[amount/month]
- [ ] Milestone-based payments
- [ ] Other: [Specify]

**Payment Schedule**:

| Milestone | Payment | Due Date | Status |
|-----------|---------|----------|--------|
| Deposit/upfront | $[amount] ([%]) | [Date] | [ ] |
| Upon draft delivery | $[amount] ([%]) | [Date] | [ ] |
| Upon final delivery | $[amount] ([%]) | [Date] | [ ] |
| **TOTAL** | **$[amount]** (100%) | | |

**Payment Terms**: [Net 30, Net 60, Due on receipt, etc.]

**Invoice Requirements**: [What must be included on invoice - PO number, project ID, detailed breakdown]

**Purchase Order**: [PO number if applicable]

### 5.3 Expenses and Reimbursements

**Included in Budget**: [What's covered in the quoted price]

**Reimbursable Expenses** (if applicable): [What expenses vendor can bill separately]

- [ ] [Expense type] - [Pre-approval required? | Cap amount]
- [ ] [Expense type] - [Details]

**Expense Approval Process**: [How vendor should request approval for expenses]

---

## 6. Creative and Strategic Direction

### 6.1 Creative Brief Summary

**Creative Concept**: [High-level creative direction or theme]

**Key Message**: [Primary message to communicate]

**Tone/Voice**: [Brand voice and tone for this project]

**Visual Style**: [Desired visual approach - photography, illustration, minimal, bold, etc.]

**Mood/Feeling**: [Emotional tone - energetic, calm, urgent, professional, playful, etc.]

**Full Creative Brief**: [Link to detailed creative brief: CRE-{id}]

### 6.2 Brand Guidelines

**Brand Guidelines**: [Link to brand guidelines: BRD-{id}]

**Must Follow**:

- [ ] Logo usage guidelines
- [ ] Color palette
- [ ] Typography/fonts
- [ ] Photography/imagery style
- [ ] Tone of voice
- [ ] Messaging framework

**Flexibility**: [Where vendor has creative freedom vs. strict adherence to guidelines]

**Brand Assets Provided**:

- [ ] Logo files (all formats)
- [ ] Brand color codes
- [ ] Approved fonts/typefaces
- [ ] Image library or photography style guide
- [ ] Boilerplate copy/messaging
- [ ] Prior campaign examples

### 6.3 Inspiration and References

**Competitive Examples**: [Links to competitor work - what we like/don't like]

**Industry Examples**: [Best-in-class examples from other industries]

**Prior Work**: [Our past campaigns or assets that performed well]

**Do's**:

- [Element to emulate]
- [Approach to include]

**Don'ts**:

- [Element to avoid]
- [Approach to avoid]

---

## 7. Roles and Responsibilities

### 7.1 Vendor Responsibilities

**Vendor is responsible for**:

- [ ] [Responsibility 1 - e.g., "Concept development"]
- [ ] [Responsibility 2 - e.g., "Design execution"]
- [ ] [Responsibility 3 - e.g., "File preparation and delivery"]
- [ ] [Responsibility 4 - e.g., "Revisions per agreed scope"]
- [ ] [Responsibility 5 - e.g., "Project status updates"]

**Vendor team structure** (if known):

| Role | Name | Responsibility |
|------|------|----------------|
| Project Manager | [Name] | [Overall coordination] |
| Creative Director | [Name] | [Creative oversight] |
| Designer/Producer | [Name] | [Execution] |
| [Other Role] | [Name] | [Responsibility] |

### 7.2 Client Responsibilities

**Client is responsible for**:

- [ ] [Responsibility 1 - e.g., "Provide brand guidelines"]
- [ ] [Responsibility 2 - e.g., "Timely feedback and approvals"]
- [ ] [Responsibility 3 - e.g., "Provide assets/content as needed"]
- [ ] [Responsibility 4 - e.g., "Final sign-off"]
- [ ] [Responsibility 5 - e.g., "Payment per agreed terms"]

**Client team structure**:

| Role | Name | Responsibility |
|------|------|----------------|
| Campaign Manager | [Name] | [Overall client lead] |
| Brand Manager | [Name] | [Brand compliance review] |
| Legal/Compliance | [Name] | [Legal review if required] |
| [Other Role] | [Name] | [Responsibility] |

### 7.3 Communication Plan

**Primary Communication Channel**: [Email, Slack, project management tool, etc.]

**Meeting Cadence**:

- **Kickoff Meeting**: [Date, time, attendees]
- **Status Updates**: [Frequency - weekly, bi-weekly, as-needed]
- **Review Meetings**: [When drafts/concepts are presented]
- **Final Presentation**: [Date for final delivery]

**Response Time Expectations**:

- **Vendor to Client**: [e.g., "Respond to emails within 24 business hours"]
- **Client to Vendor**: [e.g., "Provide feedback within 3 business days"]

**Escalation Path**: [Who to contact if issues arise - names, titles, contact info]

---

## 8. Legal and Compliance

### 8.1 Usage Rights and Licensing

**Work-for-Hire**: [Is this work-for-hire? - Yes | No]

**Copyright Ownership**: [Who owns the copyright - client, vendor, shared?]

**Usage Rights**: [What rights does client receive?]

- [ ] Perpetual use
- [ ] Time-limited use: [End date]
- [ ] Geographic limitations: [Specify]
- [ ] Platform/channel limitations: [Specify]
- [ ] Exclusivity: [Exclusive | Non-exclusive]

**Vendor Portfolio Use**: [Can vendor showcase this work in their portfolio? - Yes | No | With approval]

### 8.2 Third-Party Assets and Licensing

**Stock Assets**: [Who secures licenses for stock photos, music, video, fonts, etc.?]

- [ ] Vendor secures and includes in budget
- [ ] Client secures separately
- [ ] Shared responsibility: [Details]

**Music Licensing**: [If applicable - who handles, what type of license needed]

**Talent Releases**: [If using models/actors - who handles, who owns releases]

**Third-Party Logos/Trademarks**: [If using partner logos - who secures approval]

### 8.3 Confidentiality and NDA

**NDA Status**: [Is NDA required? - Yes | No | Already on file]

**NDA Signed**: [Date signed, parties]

**Confidential Information**: [What information is confidential - product details, strategy, financials, etc.]

**Confidentiality Duration**: [How long confidentiality obligations last]

### 8.4 Compliance Requirements

**Regulatory Compliance**: [Any industry regulations - FDA, FTC, HIPAA, financial services, etc.]

**Accessibility Requirements**: [WCAG 2.1 AA, ADA compliance, etc.]

**Legal Review Required**: Yes | No

**Legal Approvals Needed**:

- [ ] [Approval type - e.g., "Product claims substantiation"]
- [ ] [Approval type - e.g., "Competitive comparison validation"]

---

## 9. Quality and Acceptance Criteria

### 9.1 Deliverable Acceptance Criteria

**Each deliverable is acceptable when**:

- [ ] Meets specifications outlined in Section 3
- [ ] Aligns with creative brief and brand guidelines
- [ ] Technically correct (file format, dimensions, resolution, etc.)
- [ ] Free of errors (spelling, grammar, visual errors)
- [ ] Client approval obtained
- [ ] Legal/compliance review passed (if required)

### 9.2 Quality Standards

**Technical Quality**:

- [Standard 1 - e.g., "All images minimum 300 DPI for print"]
- [Standard 2 - e.g., "Video minimum 1080p resolution"]
- [Standard 3 - e.g., "All files web-optimized"]

**Creative Quality**:

- [Standard 1 - e.g., "Aligns with brand guidelines"]
- [Standard 2 - e.g., "Communicates key messages clearly"]
- [Standard 3 - e.g., "Visually compelling and differentiated"]

### 9.3 Revision and Rejection Policy

**Revision Process**:

1. Client provides consolidated feedback via [method/tool]
2. Vendor implements revisions within [timeframe]
3. Client reviews and approves or requests additional changes
4. Repeat until [number] revision rounds exhausted

**Rejection Criteria**: [Under what circumstances can client reject work?]

- [Criterion 1 - e.g., "Does not meet specifications"]
- [Criterion 2 - e.g., "Violates brand guidelines"]
- [Criterion 3 - e.g., "Fails legal/compliance review"]

**Dispute Resolution**: [How disputes about quality or acceptance are resolved]

---

## 10. Risks and Contingencies

### 10.1 Identified Risks

| Risk | Probability | Impact | Mitigation | Contingency |
|------|-------------|--------|------------|-------------|
| [Risk 1] | High/Med/Low | High/Med/Low | [Strategy] | [Plan B] |
| [Risk 2] | High/Med/Low | High/Med/Low | [Strategy] | [Plan B] |
| [Risk 3] | High/Med/Low | High/Med/Low | [Strategy] | [Plan B] |

### 10.2 Dependencies

**Client Dependencies**: [What vendor is waiting on from client]

- [Dependency 1 - e.g., "Brand guidelines by [date]"]
- [Dependency 2 - e.g., "Final copy approval by [date]"]

**External Dependencies**: [Third-party dependencies]

- [Dependency 1 - e.g., "Stock footage license approval"]
- [Dependency 2 - e.g., "Partner logo approval"]

### 10.3 Change Management

**Scope Changes**: [How scope changes are requested and approved]

**Change Request Process**:

1. [Step 1 - e.g., "Submit change request via email"]
2. [Step 2 - e.g., "Vendor provides impact assessment (time, cost)"]
3. [Step 3 - e.g., "Client approves or rejects"]
4. [Step 4 - e.g., "Update brief and contract if approved"]

**Approval Authority for Changes**: [Who can approve changes - name, title, threshold]

---

## 11. Attachments and Resources

### 11.1 Provided to Vendor

**Brand Assets**:

- [ ] Logo files (all formats) - [Link or attachment]
- [ ] Brand guidelines - [Link: BRD-{id}]
- [ ] Color palette - [Link or file]
- [ ] Approved fonts - [Link or files]

**Campaign Materials**:

- [ ] Campaign strategy - [Link: STR-{id}]
- [ ] Creative brief - [Link: CRE-{id}]
- [ ] Messaging framework - [Link]
- [ ] Prior campaign examples - [Links]

**Content/Copy**:

- [ ] Approved copy/scripts - [Link or file]
- [ ] Product information - [Link]
- [ ] Boilerplate copy - [Link]

**Reference Materials**:

- [ ] Competitive examples - [Links]
- [ ] Industry best practices - [Links]
- [ ] Inspiration boards - [Link to Pinterest, Figma, etc.]

### 11.2 Requested from Vendor

**Vendor to Provide**:

- [ ] Portfolio examples relevant to this project
- [ ] Team bios/credentials
- [ ] References (if new vendor)
- [ ] Certificate of insurance (if required)
- [ ] W9 or tax documentation (if new vendor)

---

## 12. Approval and Sign-Off

### 12.1 Brief Approval

**Brief Submitted to Vendor**: [Date]

**Vendor Acknowledgment**: [Vendor confirms receipt and understanding - Date, Name]

**Kickoff Meeting Scheduled**: [Date, time, attendees]

### 12.2 Final Deliverable Sign-Off

**Final Deliverables Received**: [Date]

**Client Approval**: [Name, title, date]

**Project Complete**: [Date]

**Lessons Learned Documented**: [Link to retrospective or notes]

---

## Agent Notes

### For Campaign Manager

- Ensure brief is comprehensive and leaves no ambiguity
- Provide all necessary brand assets and resources upfront
- Set clear expectations for timeline, revisions, and approvals
- Maintain regular communication with vendor throughout
- Document all decisions and changes
- Conduct post-project review to capture learnings

### For Brand Manager

- Review brief to ensure brand guidelines are clearly communicated
- Provide brand assets in all necessary formats
- Be available for brand-related questions during project
- Review deliverables for brand compliance
- Provide clear, actionable feedback during revisions

### For Legal/Compliance

- Review brief for legal/compliance requirements
- Ensure contract/terms cover all necessary protections
- Clarify usage rights and licensing upfront
- Review deliverables for legal compliance before approval
- Flag any regulatory risks early in process

### For Procurement/Finance

- Verify budget and payment terms align with company policy
- Issue purchase order if required
- Track invoices and payment schedule
- Ensure vendor meets insurance/documentation requirements
- Monitor scope changes for budget impact

---

## Related Templates

- `/templates/operations/campaign-card.md` - Parent campaign tracking
- `/templates/operations/asset-card.md` - Track deliverables from vendor
- `/templates/operations/agency-brief-template.md` - For agency engagements
- `/templates/creative/creative-brief-template.md` - Detailed creative direction
- `/templates/operations/budget-tracker-template.md` - Budget management

---

## Template Version History

| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0.0 | 2025-01-28 | MMK Framework Team | Initial template creation |

---

**END OF TEMPLATE**