When a government requirement names a brand, or says the item must come from the manufacturer or an authorized dealer, a reseller's quote is only as good as one page: the manufacturer's letter of authorization. Without it, the quote can be found unacceptable no matter how good the price is.
We treat the letter as a gate, not a formality. If a requirement calls for an authorized source and we do not have the manufacturer's letter in hand, we do not quote. This article explains what the letter is, what it needs to say, the common reasons letters get rejected, and how buyers and manufacturers can make the process faster.
What a letter of authorization is
A letter of authorization (often shortened to LOA, and sometimes called a manufacturer authorization letter or authorized dealer letter) is a signed statement from a manufacturer confirming that a specific company is authorized to sell its products. In a government purchase, it tells the contracting officer three things:
- The product will come through a channel the manufacturer recognizes, so it is genuine and new.
- The manufacturer's warranty and support should apply, because the sale goes through an authorized seller.
- The reseller can actually get the product, because the manufacturer has agreed to supply it.
It is not a price quote, and it is not a promise from the manufacturer to the government. The government's contract is with the reseller. The letter is evidence that the reseller's source is legitimate.
How it differs from a GSA Letter of Supply
If you work with GSA Schedule contracts you may know a related document, the Letter of Supply. GSA uses it for resellers in certain Multiple Award Schedule categories, and its template commits the supplier to provide an uninterrupted source of supply for the life of the schedule contract. GSA publishes the current Letter of Supply template. An open market letter of authorization is usually narrower: it covers a product line or a specific purchase, for a stated period. Read each solicitation for what it actually asks for.
When buyers ask for one
Contracting officers ask for authorization letters when the risk of a gray market or counterfeit product is real, or when the product only works properly with manufacturer support. Watch for these signals in a solicitation:
- "Brand name only" or a sole-source justification naming one manufacturer's product.
- "Authorized dealer, distributor or reseller" language, or a requirement to "provide proof of authorization" with the offer.
- Medical and laboratory equipment, where service, calibration and recalls run through the manufacturer.
- IT hardware and software, where firmware updates, software licenses and warranty service often depend on buying through an authorized channel.
- Safety and rescue equipment, where certification and service life matter.
A related case is a "brand name or equal" requirement under FAR 52.211-6. If you offer the named brand, you are offering the brand itself, and a buyer may still want to know you are an authorized source for it. If you offer an equal product, the clause requires you to identify it by brand and model and to provide descriptive literature showing it meets the salient characteristics. We cover that side in brand name or equal.
What the letter should say
A letter that works on the first try covers these points:
| Element | What good looks like |
|---|---|
| Letterhead | The manufacturer's own letterhead, not the reseller's or a distributor's |
| Reseller name | The reseller's legal name exactly as it appears in its SAM registration. Adding the UEI or CAGE code removes any doubt |
| Scope | The product lines, models or part numbers covered. If it is for one requirement, the solicitation number |
| Customer | A statement that the authorization covers sales to U.S. government agencies, or to the named agency |
| Validity | An issue date and an expiration date, or a stated period |
| Warranty and support | Confirmation that the standard warranty and support apply to products sold through this reseller |
| Signature | Signed and dated by someone with authority to bind the manufacturer, with a title |
| Contact | A name, email and phone number at the manufacturer for verification |
When the reseller buys through a distributor rather than direct from the factory, the chain matters. A buyer may want a letter from the manufacturer authorizing the distributor and a letter from the distributor authorizing the reseller, or a single manufacturer letter that names the reseller directly. If the solicitation says "manufacturer," a distributor's letter alone usually is not enough.
Why letters get rejected
Most rejected letters fail on something small. The common ones:
- Wrong name. The letter names a trade name or a parent company, and it does not match the legal name in the reseller's SAM record.
- Expired or undated. An old dealer certificate from a previous year, or a letter with no date at all.
- Wrong scope. A general dealer certificate that covers a different product line than the one being bought.
- Wrong issuer. A distributor's letter where the solicitation asked for the manufacturer's.
- No authority. Signed by a regional sales rep with no title or no contact information the buyer can check.
- Too late. The letter arrives after the quote deadline. If the solicitation requires proof of authorization with the offer, a letter sent afterward may not be considered.
Each of these is preventable if the reseller asks for the letter early and checks it against the solicitation before it quotes.
For buyers: how to verify a letter in five minutes
You do not need a long investigation. A few checks catch nearly every problem:
- Match the reseller name on the letter to the legal name in its SAM.gov entity record.
- Check that the dates cover your purchase and delivery.
- Check that the products on your order fall inside the letter's scope.
- Call or email the manufacturer contact using a phone number or address from the manufacturer's own website, not only the one printed on the letter.
- If the product comes through a distributor, ask for the chain.
If any of those fail, ask the reseller. A legitimate supplier can usually get a corrected letter in a day or two.
For manufacturers: why the letter is worth issuing
Manufacturers sometimes hesitate to issue letters, worried about channel conflict or about being bound to a sale they do not control. A well-written letter protects you:
- Limit it to named product lines and a defined period.
- State that the reseller is an independent company and cannot make commitments on your behalf beyond your published warranty.
- Name a contact who can confirm the letter if a contracting officer calls.
The payoff is a government sale you would not otherwise make, through a reseller that handles the registration, quoting, delivery and invoicing. Speed matters: many government quotes close in days, and a letter that takes two weeks to approve usually arrives after the deadline. More on that relationship in selling to the government through a reseller.
How Lunula Supply handles authorization
When a requirement names a brand or asks for an authorized source, we flag it the moment we read the solicitation. We contact the manufacturer for the letter before we build the quote, check the letter against the solicitation's wording, and send it with the quote. If we cannot get an authorization in time, we say so and do not submit a quote we cannot stand behind. Buyers and contracting officers have asked for the letter before anything else, and a reseller that cannot produce it on request should not be in the evaluation.
If you have a brand-name requirement and need an authorized small business source, send it to us or see what we supply.
Frequently asked questions
What is a manufacturer letter of authorization?
It is a signed letter from a manufacturer confirming that a named reseller is authorized to sell its products. In government purchasing it shows the product will come through a recognized channel and that the manufacturer's warranty and support should apply.
Is a distributor's letter the same as a manufacturer's letter?
No. If a solicitation asks for authorization from the manufacturer, a distributor's letter alone usually does not satisfy it. A buyer may accept a chain of letters, one from the manufacturer to the distributor and one from the distributor to the reseller, but the solicitation's wording controls.
When should a reseller get the letter?
Before quoting. If a solicitation requires proof of authorization with the offer, a letter that arrives after the deadline may not be considered, and the quote can be found unacceptable.
General information, not legal advice. Requirements for authorization letters come from each solicitation, so read the one in front of you. References were checked on the publish date.