A recurring supply partnership for project vehicles: what to agree

Agree how repeat submissions will be authorized, prepared, approved and corrected before treating a supplier relationship as routine. A recurring arrangement needs a process for exceptions and renewal, as well as a way to prepare the next vehicle.

Start from DNF's actual service scope: vehicle listings and introductions. Sellers decide which offers to accept, and the parties arrange the sale themselves. A supplier planning document should not assign DNF vehicle ownership, negotiation, payment handling or transport responsibilities it has not agreed to provide.

Define a proposed working scope

Describe who the parties are and what each proposes to do. Identify the kinds of vehicles and jurisdictions under consideration, who holds authority over each vehicle, and what evidence must accompany a proposed listing. A general business relationship does not answer those questions for every car.

Use a nonexclusive starting scope for this worksheet: each supplier remains responsible for accurate availability across any channels it uses. If anyone proposes exclusivity or a volume commitment, leave it unresolved until separately evaluated and agreed. Do not describe it as an existing DNF benefit.

Prepare the governance charter

This original blank charter is a discussion and operating-design tool, not a signed partnership, completed pilot or contract template. Every responsibility needs a named owner and an explicit acceptance by the party expected to perform it.

Do not convert a blank cell into an assumed service. If the supplier expects someone else to collect documents, answer buyers or coordinate transport, identify that expectation before the next vehicle enters the workflow.

Set entry, exception and renewal decisions

Entry: Start a vehicle only when its authority, description and content permissions are ready for the seller's approval. Use the published small-batch preparation guide for the manual per-car work. This charter governs responsibility across repeated batches.

Exception: Assign a decision owner when authority changes, a vehicle becomes unavailable, a material finding conflicts with the listing or a content permission is questioned. Pause the affected work until the missing decision is resolved. Record what allows work to restart rather than treating silence as approval.

Renewal: Review actual records: what was submitted, which gaps delayed it, which exceptions remain open and which outcomes the seller separately confirmed. Use the published inquiry-measurement guide for observed activity. Keep inquiries, accepted introductions and completed sales distinct.

A review can result in a narrower scope, different responsibilities or an end to the arrangement. Do not promise supply frequency, exclusive buyers or sale results from an unmeasured trial.

Specify access and exit responsibilities

The FTC's business guidance recommends tracing information flows and limiting access to business need. For the proposed arrangement, identify who receives owner documents, who keeps approval evidence and who handles a suspected information exposure. Resolve applicable privacy and retention requirements before exchanging customer files.

DNF's terms require account passwords to remain private. An operating charter does not create team accounts or delegated access. Assign work through the controls actually available to the responsible account holder.

On exit, identify every active vehicle, unresolved accepted introduction, permission restriction and remaining direct-sale task. Give each a closure owner. Ending the recurring relationship does not itself change listings or settle existing arrangements; record the actions actually taken.

Use How DNF works when checking the proposed responsibilities against the product. Browse the vehicle inventory for the listing format, then finalize only the scope and responsibilities the parties have actually agreed.