Approval order, authority and quotation count depend on internal policy. Before preparing the file, confirm the request owner and required technical, quality, finance and final approvers inside the organisation.
Show site dimensions and fit evidence in the technical note; list dated quotations, currency and exclusions in the budget note. Compare options only when product scope and delivery terms match.
A one-page decision summary can capture need, options, assumptions, risks, owner and decision date. Compare the approval date with quote expiry; document any changed price or scope rather than silently retaining an outdated offer.
