SOFTWARE NEGOTIATION PREPARATION WORKSHEET
Playbook Templates | Buyer-side planning resource | 2026-10-01
Guide: https://www.playbooktemplates.com/software-negotiation-playbook-templates.html

PURPOSE
Prepare an approved buyer position and preserve the record of conditional
concessions, unresolved issues, and final decisions. Copy the issue blocks as
needed. Keep internal limits and alternatives in the buyer-only version.

1. CONTROL RECORD
Supplier / product:
Business owner / sourcing owner:
Version / last updated / next meeting:
Decision and signature dates:
Required reviewers / authorized signatory:
Business outcome and scope:

2. INPUT AND DEMAND REGISTER
Source document / version / section / verified by / date:
Required users and billable metric:
Required modules and services:
Committed demand vs forecast demand:
Existing entitlements / duplicate products / unused capacity:
Implementation responsibilities and dependencies:
Unknowns / owner / due date:

3. COMPARABLE COST BASELINE (repeat per supplier or option)
Option / comparison period / currency / tax assumptions:
Quantity / metric / unit price / billing frequency:
Recurring subscription or license amount:
Implementation / integration / support / other required charges:
Usage overages / minimum commitments / price-change assumptions:
Transition / parallel-running / stranded costs:
Total committed amount and cash timing:
Costs not yet verified (do not assume zero):
Source / date / finance reviewer:

4. ALTERNATIVE AND AUTHORITY
Best alternative to a negotiated agreement (BATNA):
Evidence that it can be executed:
Alternative cost / duration / resources / constraints:
Latest date to pursue the alternative:
Target result:
Acceptable fallback:
Escalation or walk-away trigger:
Who can approve each concession:

5. NEGOTIATION ISSUES LOG (repeat this block for each issue)
Issue ID / category:
Supplier position / source reference:
Buyer target / business rationale:
Fallback / approval limit:
Cost and operational effect:
Proposed buyer concession:
Required supplier concession in return:
Dependencies on the rest of the agreement:
Owner / reviewer / due date:
Status (open / proposed / agreed subject to contract / documented / accepted risk):
Final position / location in executed document:

6. EXIT AND SERVICE CHECK
[ ] Support commitments, exclusions, escalation, and remedies identified.
[ ] Renewal basis, price protections, and notice process identified.
[ ] Quantity reduction and expansion mechanics evaluated.
[ ] Proposed termination rights and prepaid-fee treatment reviewed.
[ ] Export contents, format, timing, and access validated.
[ ] Transition support, duration, rates, and caps considered.
[ ] Deconversion and replacement-supplier cooperation addressed.
[ ] Post-termination access and deletion sequence reviewed.
Open issues / owner / qualified reviewer:

7. DECISION AND APPROVAL
Recommended position and alternatives considered:
Final scope and all-in commitment reconciled by:
Unresolved risks / acceptance owner / approval evidence:
Document package and version approved:
Business / finance / legal / security / other required approvals:
Decision (proceed / renegotiate / escalate / pursue alternative):
Authorized signatory / date:
Operational handoff owner / next review date:

USE NOTES
This is a commercial planning template, not legal advice or contract language.
Use approved sources, label assumptions, and obtain qualified review. Do not
upload confidential information to unapproved tools. If AI assists, record the
tool, sources, prompt, corrections, and human reviewer. Template use is subject
to https://www.playbooktemplates.com/terms.html.