Can this letter be signed electronically?

Yes. Electronic signatures meeting the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA rules are valid if the signing demonstrates intent, consent, attribution, and retention ability. Use an audit trail to record the signing event.

Who must sign to bind the declaration?

An authorized officer or representative of the submitting entity should sign. The signer must have actual authority to make disclosure representations on behalf of the organization to avoid later disputes.

Do I need a notary or witness?

Not typically required for a non-confidentiality letter, but some states or procurement rules may ask for notarization; check the RFP and applicable state rules before adding notarization.

Can the submitter later revoke the letter?

Revocation is possible but may be ineffective if the recipient has already relied on the statement. To revoke, send a dated written notice and consult procurement terms and counsel to address downstream reliance.

What if parts of the proposal remain confidential?

List exceptions explicitly by exhibit or page numbers in the letter. Vague references are insufficient; precise identification helps recipients honor limited confidentiality while using the rest of the materials.

How should I store the signed letter?

Store the signed PDF and the audit trail in your document management system for the applicable retention period and attach it to the related procurement file for future audits or disputes.

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Letter Confirming Non-Confidentiality of Proposal

Letter Confirming Non-Confidentiality of Proposal

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What the Letter Confirming Non-Confidentiality of Proposal Is

A Letter Confirming Non-Confidentiality of Proposal is a short written statement from a submitting party that the information in a proposal is not proprietary or confidential and may be shared, used, or disclosed by the recipient without restriction. Organizations use this letter to clarify that materials submitted in response to a request for proposals (RFP), request for information (RFI), or competitive bid are not subject to nondisclosure limits. The document typically names the proposal, parties, submission date, and an explicit non-confidentiality declaration so procurement and legal teams can proceed without further clearance.

Why the Letter Matters for Proposal Exchange

A clear non-confidentiality letter reduces uncertainty about how evaluators may use or share proposal materials and can speed procurement review. It protects both submitter and recipient by documenting intent and any carve-outs, while aligning with electronic record rules under federal and state e-signature law.

Who Typically Prepares or Signs This Letter

The recipient organization (buyer or evaluation panel) retains the letter with procurement records to document disclosure permissions and auditability.

Procurement teams and contracting officers reviewing third-party proposals during vendor selection processes.
Legal or compliance staff confirming that submitted materials contain no trade secrets or restricted data.
Business development or sales leaders submitting templates or sample work without requesting confidentiality protections.

Essential Components to Include in the Letter

A professional letter is concise and structured so reviewers can quickly confirm non-confidential status and continue evaluation without delay.

Caption

Identify the document as a Letter Confirming Non-Confidentiality of Proposal and include proposal title, RFP/RFI number, and submission date so it pairs with the correct materials.

Parties

Clearly name the submitting entity and recipient organization, using the legal business name and contact information to avoid ambiguity during procurement or legal review.

Non-Confidential Statement

A short declarative sentence stating that the proposal and attached materials are not confidential and may be used, quoted, or shared without restriction unless specific items are explicitly identified otherwise.

Exceptions

If limited confidentiality applies to particular attachments or sections, list them precisely by exhibit or page number and describe the limited protection requested.

Effective Date

Specify the date the non-confidentiality takes effect to establish the timeline for permitted use and document retention.

Signature Block

Include the authorized signer's printed name, job title, company name, signature, and date to establish attribution and authority for the declaration.

Required Information and Fields at a Glance

Proposal Title: Exact title

RFP/RFI Number: Reference ID

Submitting Party: Legal entity

Recipient: Organization name

Effective Date: MM/DD/YYYY

Authorized Signer: Name and title

Step-by-Step: Complete and Deliver the Letter

Follow this sequence to prepare, approve, and share a valid non-confidentiality letter with a procurement team.

01

Draft Letter: Populate core fields and state the non-confidentiality declaration clearly.
02

Internal Review: Have legal or contracts verify authority and any limited exceptions.
03

Sign: Obtain signature from an authorized representative — electronic signatures are acceptable.
04

Send: Deliver by the buyer's preferred channel and retain a record of transmission.

How to Configure an Online Non-Confidentiality Letter Workflow

If you use an eSignature or document platform, configure fields and routing to capture authority, date, and audit details reliably.

Field	Configuration
Signature Field	Require signer and auto-capture timestamp
Signer Authentication	Email link or SMS code as minimum
Conditional Exceptions	Add repeatable block for itemized exceptions
Archive Settings	Store signed PDF and audit trail

Where to Send or File the Letter in Procurement Workflows

Route the signed letter to both procurement and legal, and attach it to the corresponding proposal file for auditability.

Procurement Folder: Attach to RFP response package
Contracting Office: Share for bid evaluation purposes
Legal Repository: Keep copy with contract documents
Document Management: Index for retention and searchability

Digital Signing and eSubmission Considerations

Ensure the chosen platform supports legal retention requirements and can export signed copies and logs for procurement audits.

File Formats: PDF or DOCX
Authentication: Email or SMS code
Audit Trail: IP and timestamp

Timelines and When to Submit the Letter

Timing matters: provide the non-confidentiality letter concurrently with the proposal or as required by the RFP instructions so the evaluation team can proceed without delays.

With Proposal Submission:

Submit together so reviewers see status up front

Prior to Public Posting:

Deliver before materials are posted publicly

If Asked Later:

Respond promptly to procurement requests

When Exceptions Change:

Provide amendment dated when exceptions are added

Record Retention Start:

Effective date in the letter governs retention

Common Mistakes to Avoid

Using ambiguous language like 'may be shared' without identifying what may be shared can create dispute about scope and applicability.
Failing to name the exact proposal or RFP number, which separates the letter from the intended submission and complicates recordkeeping.
Not having an authorized signer on the letter; unsigned or improperly signed letters may be treated as non-binding statements.
Omitting exceptions or failing to label attachments precisely when certain exhibits should remain confidential.

Risks and Legal Consequences of Errors

Contract Risk: Unintended waiver

Competitive Harm: Loss of proprietary protection

Regulatory Exposure: Data-handling violations

Procurement Rejection: Disqualified submission

Record Discrepancy: Audit findings

Revocation Difficulty: Harder to retract once accepted

How This Letter Differs from a Confidentiality Agreement or NDA

A brief table compares the core legal effects and typical use of a non-confidentiality letter against a confidential NDA to clarify when each is appropriate.

Comparison Criteria	Letter Confirming Non-Confidentiality	Confidential NDA
Primary Purpose	permit disclosure	restrict disclosure
Typical Signatories	bid submitter	parties exchanging secrets
Common Use Case	rfp submissions	technology transfer
Revocation	often immediate	contract terms apply

Comparing eSignature Vendors for This Letter

Platform selection affects authentication, auditability, and storage. The table below summarizes starting price and core capabilities across common vendors with signNow presented first.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Yes, limited trial	Yes, limited trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Use

Two concise examples show typical outcomes when a vendor provides a clear non-confidentiality letter with a proposal.

Optica Ventures LLC

Optica provided a signed non-confidentiality letter alongside its proposal to clarify sharing permissions.

The submission emphasized non-proprietary templates only.
That clarity prevented delays in evaluation and allowed procurement to circulate materials to technical reviewers without additional approvals.

Martin Properties

Martin Properties submitted a short declaration confirming public use of sample lease forms.

The signer noted no confidential pricing attached.
As a result, the appraisal and legal teams could review and integrate sample language quickly, accelerating the decision timeline.

Frequently Asked Questions About the Letter

Answering common questions can prevent errors in execution, signing, and recordkeeping for non-confidentiality letters.

Need help? Contact support

Can this letter be signed electronically?
Yes. Electronic signatures meeting the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA rules are valid if the signing demonstrates intent, consent, attribution, and retention ability. Use an audit trail to record the signing event.
Who must sign to bind the declaration?
An authorized officer or representative of the submitting entity should sign. The signer must have actual authority to make disclosure representations on behalf of the organization to avoid later disputes.
Do I need a notary or witness?
Not typically required for a non-confidentiality letter, but some states or procurement rules may ask for notarization; check the RFP and applicable state rules before adding notarization.
Can the submitter later revoke the letter?
Revocation is possible but may be ineffective if the recipient has already relied on the statement. To revoke, send a dated written notice and consult procurement terms and counsel to address downstream reliance.
What if parts of the proposal remain confidential?
List exceptions explicitly by exhibit or page numbers in the letter. Vague references are insufficient; precise identification helps recipients honor limited confidentiality while using the rest of the materials.
How should I store the signed letter?
Store the signed PDF and the audit trail in your document management system for the applicable retention period and attach it to the related procurement file for future audits or disputes.

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