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Draft Vendor Contract Letter for Planned E-Rate Purchase

Note: The purpose of this letter is to create an E-rate applicant’s contractual agreement to purchase eligible products and services for the following funding year based on the acceptance of the attached specifications and price quotations (in lieu of a more formal integrated contract).

MS Word Format Adobe PDF Format
[Applicant Letterhead]

Date: [Must meet appropriate E-Rate requirements]

Vendor Name
Vendor Address

Dear [Vendor Name]:

This letter will confirm our agreement to purchase materials and/or services from your company during fiscal year [enter dates] as listed in the attached specification(s) and price quotation(s).

This purchase agreement may be cancelled only upon notification to you that sufficient E-rate funds are not available during that fiscal year or the School Board for that fiscal year has failed to confirm the purchase agreement. Such cancellation shall be effective immediately upon your receipt of the notice of cancellation.

To accept these terms and conditions, please sign and return one copy to: [Enter name, address, fax, as appropriate].

We look forward to working with [Enter Vendor Name] on this project.



Vendor Agreement:


Date: ___________________


[Name & Title]

Attachments [list]

  1. Letter should be dated on or after the applicant’s Allowable Vendor Selection/Contract Date, based on the applicant’s Form 470 filing. The date should also be on or before the applicant’s Form 471 filing date.
  2. For non-recurring services, it is suggested that the terminating date be specified as 09/30/200_.
  3. E-rate rules no longer require that contracts be counter-signed by the service provider. However, to provide an added level of formality to simplified contracts of this form, E-Rate Central recommends that it be signed and dated by both parties. If the two signature dates are different, the effective date of the contract will be deemed to be the later of these two dates.