Procurement Glossary
Award note: definition, meaning, and application in procurement
November 19, 2025
The award notice is a key document in public procurement that documents the decision-making process in tendering procedures in a transparent and comprehensible manner. It serves as a legally secure basis for the award decision and ensures compliance with public procurement law. Find out below what an award notice is, which methods are used, and how you Procurement it strategically in Procurement .
Key Facts
- Legally required documentation of the award decision in public tenders
- Contains evaluation criteria, bid review, and justification for the award decision.
- Must be created no later than when the contract is concluded and kept for at least four years.
- Serves as proof of the proper execution of the award procedure
- Basis for possible review procedures and legal remedies
Contents
Definition: Award notice
The award note systematically documents all essential steps and decisions in an award procedure, from determining requirements to awarding the contract.
Essential components of the award notice
A complete award notice comprises several key elements that reflect the entire award procedure:
- Description of the procurement item and the service description
- Justification of the chosen tender strategy and type of procedure
- Documentation of the award criteria and their weighting
- Proof of proper bid review
Award note vs. award file
While the award file collects all documents relating to the award procedure, the award memo provides a structured summary and evaluation. It serves as a decision log that concisely documents the key considerations and justifications.
Significance in public Procurement
The award notice ensures transparency and legal certainty in the procurement process. It enables traceable monitoring of the award decision and protects against legal challenges by unsuccessful bidders.
Methods and procedures for award notices
The systematic creation of a contract award notice follows structured methods that ensure complete and legally compliant documentation.
Structured documentation methodology
A proven methodology divides the award note into chronological sections according to the award schedule. All steps in the process, from the tendering procedure to the award of the contract, are recorded in full.
- Chronological recording of all procedural steps
- Systematic evaluation of bids received
- Justification of exclusions and additional claims
Assessment and scoring procedures
Modern award notes use structured scoring models for objective bid evaluation. This methodology enables transparent and comprehensible evaluation based on defined criteria.
Digital documentation tools
Electronic systems support the efficient creation of award notices through automated data transfer from electronic tendering. This reduces sources of error and ensures consistent documentation.
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Key figures for controlling
Systematic key figures enable the monitoring of quality and efficiency in the creation of award notices.
Documentation quality and completeness
The completeness rate measures the proportion of properly documented procurement procedures. Target values of over 95% ensure legally compliant documentation and minimize the risk of challenges.
- Completeness rate of award notices
- Average processing time per note
- Number of subsequent corrections
Process efficiency and time management
The average creation time per contract award notice reveals potential for optimization. Benchmarks are based on the volume of procedures and the complexity of the award procedure.
Legal certainty and success rate
The success rate in review procedures reflects the quality of the tender documentation. High success rates of over 90% confirm that the procedure has been carried out properly and significantly reduce legal risks.
Risk factors and controls for award notes
Incomplete or incorrect award notices can lead to legal challenges and procedural delays, which can result in significant costs.
Legal risks of avoidance
Incomplete documentation or insufficient justifications provide grounds for bidder complaints and review procedures. Incomplete evaluation documentation and missing reasons for exclusion are particularly critical.
- Incomplete bid evaluation
- Lack of justification for exclusions
- Weightings that cannot be traced
Compliance and procedural errors
Violations of procurement guidelines due to insufficient documentation can lead to the entire procedure being canceled. Regular quality controls and the dual control principle minimize these risks.
Data protection and confidentiality
Award notices contain sensitive company data, the improper handling of which can lead to data protection violations. Structured access controls and secure archiving systems are essential for protecting confidential information.
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Practical example
A city administration puts IT services worth €500,000 out to tender. The award notice systematically documents the evaluation of five bids received based on the defined criteria of price (60%), quality (30%), and sustainability (10%). After the bids are opened, two bids are excluded due to a lack of references. The remaining three bids undergo a structured evaluation using a scoring matrix. The award notice provides detailed reasons for the decision to award the contract to the most economically advantageous bid and documents all evaluation steps in a transparent manner.
- Complete documentation of all evaluation criteria
- Transparent justification of exclusions
- Legally compliant award decision
Trends and developments relating to award notices
Digitization and new legal requirements are shaping the further development of award notices in modern procurement.
Automated contract award documentation
AI-supported systems are revolutionizing the creation of award notices through automatic text generation and plausibility checks. These technologies significantly reduce manual effort and minimize documentation errors.
- Automatic transfer of valuation data
- AI-based text generation for standard formulations
- Integrated compliance checks
Enhanced transparency requirements
New legal requirements call for more detailed justifications in award notices, especially for sustainable and social evaluation criteria. This leads to more comprehensive documentation standards.
Integration in e-procurement platforms
Modern procurement platforms seamlessly integrate the creation of award notices into the entire procurement process. This enables consistent digital documentation from tender management to contract processing.
Conclusion
The award notice forms the backbone of legally compliant procurement procedures and ensures transparency and traceability of award decisions. Its systematic creation minimizes legal risks and builds trust among all parties involved. Modern digital tools support efficient and complete documentation. Investments in structured award documentation pay off in the long term through reduced risks of challenges and accelerated procedures.
FAQ
What is the minimum information that must be included in an award notice?
An award note must document the key procedural steps, evaluation criteria, bids received, their review, and the reasons for the award decision. In addition, exclusions, additional claims, and any negotiations must be recorded.
When must the award notice be issued?
The award note must be created at the latest upon conclusion of the contract and must document all essential decisions made during the award procedure. Continuous documentation during the procedure is recommended to ensure completeness and timeliness.
How long must a contract award notice be retained?
Award notices must be retained for at least four years after the contract has been concluded. Longer retention periods may apply in the case of EU-wide tenders or special legal requirements. Digital archiving facilitates long-term availability.
Can award notices be changed retrospectively?
Subsequent changes are generally problematic and can jeopardize legal certainty. Corrections are only permitted in the case of obvious clerical errors. Changes to the content after the contract has been awarded should be avoided and must be justified in particular detail.
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