Manufacturer authorization letters: what they prove and when to ask for one
A manufacturer authorization letter tells you the equipment is genuine and the warranty will be honoured locally. Here is what a good one contains and how to check it.
Many IT tenders ask bidders for a manufacturer authorization letter, often shortened to MAF (manufacturer authorization form). It’s one of the few documents that protects the buyer long after delivery, so it’s worth knowing what it should say.
What the letter is
A manufacturer authorization letter is issued by the manufacturer, or its official distributor for the region, for a specific tender. It confirms that the bidder is allowed to offer the manufacturer’s products to that buyer and that the manufacturer stands behind them.
What it protects you from
- Grey imports. Equipment bought outside official channels is often new and genuine, but the manufacturer’s warranty may not apply in Georgia. The problem only appears when something breaks.
- Unsupported warranty promises. A bidder can promise three years of on-site service. The letter shows the manufacturer agrees to provide it.
- Counterfeit or refurbished parts. These are rare with major brands, but they happen, especially with network equipment and storage.
What a good letter contains
- the manufacturer’s letterhead, with a named signatory and their contact details;
- the tender reference number and the buyer’s name;
- the bidder’s full legal name;
- the products or product lines covered;
- confirmation of the warranty terms and who provides service locally;
- a date of issue and, ideally, a validity period.
A generic letter that says the bidder is “a partner”, with no tender reference, proves much less. It may be years old, and the partnership may have ended.
How to check one
Compare the tender number and the bidder’s name with your documents. If anything looks unusual, contact the manufacturer’s local office or official distributor and ask them to confirm the letter. Major manufacturers handle these requests routinely.
When to ask, and when not to
Ask for a letter when the warranty and support really matter: laptops, servers, storage, network and security equipment. Avoid asking for one on commodity items such as cables, bags or simple accessories. It restricts competition without protecting you from much.
Allow time, too. Manufacturers usually need several working days to issue a letter. A tender that gives bidders only a few days to prepare can end up with fewer offers simply because the letters didn’t arrive in time.
How we handle it
At ABYZ we request authorization letters as soon as we decide to bid, and we source equipment only through channels the manufacturer recognizes. If you’re unsure whether a requirement in your tender is reasonable, ask us. We’re happy to explain how manufacturers handle these requests.