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Cognitive architecture for AI-augmented software development with structured memory, ensemble validation, and closed-loop correction. FAIR-aligned artifacts, 84% cost reduction via human-in-the-loop, standards adopted by 100+ organizations.
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# 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**