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Consultancy Terms of Reference (ToR) Template (Microsoft Word)

This is a ready-to-use Word template for organisations that hire consultants, such as government agencies, NGOs, development partners and companies. Consultants can also use it to understand or help draft assignment requirements. It sets out exactly what a consultancy must deliver, when, how it will be managed and paid, and how proposals will be judged. It includes: Cover page and quick summary: an “Assignment at a Glance” summary on the first inner page. The assignment: background and rationale purpose, objectives and key questions scope of work, showing what is in and out of scope expected methodology Work and deliverables: key tasks with indicative consultant days a deliverables table with due dates and the payment linked to each deliverable duration, location and travel management and reporting arrangements, and the support the client will provide Contract terms: required qualifications and experience, payment terms, and proposal submission instructions. Proposal evaluation: a weighted technical and financial scoring table with a scoring formula. Ethics: confidentiality and intellectual property. Annexes: A: financial proposal template B: week-by-week work plan to shade in C: key reference documents D: declaration of no conflict of interest The template helps clients write clear and consistent ToRs that attract strong proposals. It also gives consultants a firm basis for pricing, planning and delivering the work. How to use: Set up: replace all text in [square brackets] with the assignment title, client details, reference number, dates and contacts. Describe the need: write the background, purpose and specific objectives, and define the scope clearly. Plan the work: List the key tasks and estimate the days for each. Set out the deliverables, their due dates and their share of payment. Make sure the days, timeline and payments are consistent with each other. Set the requirements: state the qualifications needed, what proposals must contain, the submission deadline, and the evaluation criteria and weights. Adjust and finalise: delete sections that don’t apply and the guidance box, and complete the “Assignment at a Glance” summary last. Issue the ToR: have it approved internally, then advertise or send it to consultants with the financial proposal template (Annex A) and the declaration form (Annex D). Manage the assignment: use the ToR as the basis for the contract, and to review and approve each deliverable before payment.