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TOR Workbook (ขอบเขตงาน)
A TOR (Terms of Reference, ขอบเขตงาน) states what a purchase must deliver: the specifications, delivery and installation scope, warranty, training, and the criteria the goods must pass on arrival. Download the free Excel workbook below, with a numbered outline and a specification table vendors answer line by line. No signup or email needed.
Bilingual Thai and English. Two working sheets: a numbered TOR outline (background, specifications, delivery and installation, warranty, training, acceptance criteria, delivery time, other terms, with signature lines) and a landscape specification table (requirement, mandatory or desired, verification method, vendor offer, result) with a worked example row. The working sheets carry no branding at all; the document prints as your organization’s own. Free to use and adapt.
Turn this workbook into a quotation
Complete the project name and required specifications, then upload this workbook. We’ll keep the requirements together in one quotation request.
Need equipment or supplies on this list? Request a quotation for Centrifuges, Autoclaves, Balances, Viscometers, pH meters and Water purification
What a TOR is
A TOR is the buyer’s statement of what a purchase must deliver, written before vendors are approached. For laboratory equipment it answers five questions: what capability is needed and why, what specifications the instrument must meet, what delivery and installation include, what warranty and training come with it, and how the delivered goods will be judged at acceptance. Vendors quote against it, and the buyer inspects against it.
Before purchase, it makes vendor offers comparable line by line. After delivery, its acceptance criteria become the checklist for the goods receipt.
TOR vs purchase requisition
| TOR (ขอบเขตงาน) | Purchase requisition (ใบขอซื้อ) | |
|---|---|---|
| Used for | Formal or high-value equipment purchases | Routine purchases and reorders |
| States | Everything the delivery must include | What to buy and the budget to approve |
| Read by | Vendors preparing offers | Internal approvers |
| Spec depth | Full table: levels, verification, responses | A short specification column |
| Afterwards | Becomes the acceptance checklist | Becomes the purchase order |
How the workbook is set up
Mandatory vs desired
Every spec line carries a level. If every line is mandatory, offers fail to comply or come with prices padded for risk.
Verification per line
Each requirement names how it will be checked: datasheet, demonstration or test result. A line that cannot be verified becomes a dispute at acceptance.
Capability, not brand
Specifications describe what the instrument must do, never a model name. A spec locked to one vendor leaves one offer to compare.
The vendor-response column
Vendors answer the table line by line, so their offers come back comparable.
Acceptance written first
Section 6 of the outline is the checklist the goods receipt uses on delivery day, written before buying.
Warranty and training as spec
After-sales terms sit in the document vendors commit to, not in a conversation.
Using the TOR
- Write the pass criteria first. Decide what acceptance looks like before reading any offer.
- Make vendors answer in the table. Require the response column filled for every line.
- Reuse the last good TOR. Start the next TOR from one that produced a good purchase.
Our guide covers spec writing section by section; on delivery, section 6 becomes the goods-receipt checklist: Guide: writing a lab equipment TOR·Free goods receipt (ใบตรวจรับสินค้า) template
Common questions
When does a purchase need a TOR?
Formal or high-value purchases: instruments, systems, anything installed or trained on. Routine reorders do fine with a purchase requisition.
What is the difference between mandatory and desired specifications?
A mandatory line disqualifies any offer that fails it; a desired line earns comparison points but does not disqualify. Mark everything mandatory and no offer complies, or every price carries a risk premium. Reserve mandatory for what the work cannot do without.
Can a TOR name a specific brand or model?
Describe the capability required and let any instrument that meets it qualify. A specification written around one model leaves one offer to compare. Where compatibility with existing equipment requires a brand, state that reason in the line.
How detailed should the specification table be?
One row per requirement that matters to the work, each verifiable and each marked mandatory or desired. Ten well-chosen, checkable lines beat fifty copied from a catalog: every line you add must be verified at acceptance.
TOR written? Send it to us as your first offer
Send the spec table and we answer it line by line, with the documents your acceptance criteria ask for. Any brands on one quotation, including items outside the catalog, and we’ll confirm pricing and delivery details after checking your requirements.