Documents, forms & notices

For a common understanding, it is necessary to state what is meant by "document", "form" and "notice".

Document and Document Type

The eProcurement Ontology workgroup defined a "document" as:

A set of interrelated Business Information representing the business facts.

— ePO workgroup

With the additional information:

Documents may convey information in any language, medium or form, including textual, numerical, graphic, cartographic, audio-visual forms, etc.

— ePO workgroup

We will use the "document" term mainly to refer to the XML document (i.e. XML instance) containing all information of a given notice.

For eForms we may distinguish three different document types:

  • Prior Information Notice,

  • Contract Notice, and

  • Contract Award Notice.

While most notices belonging to these categories are expected to have UBL XSD schemas as normative representations, some (e.g. change notices) may involve non-UBL elements and require the use of extensions.

Form and Form Types

The eForms Regulation defines a set of forms and their associated fields foreseen for editing procurement notices. A form is an interim means that assists the contracting authority in the encoding of the required information.

There are different form types. It is common to use the "form type" name as a notice attribute to specify its belonging to a specific form type family (e.g. "Planning Notice" is commonly used to refer to a Notice that has the "Planning" form type).

The Regulation identifies different form types:

  • Planning,

  • Competition,

  • Direct Award Pre-notification (DAP),

  • Result,

  • Contract Modification,

  • Change.

Figure 1 below provides an indicative time-based representation of the different Form Types. This gives an overview of the potential successions or coexistence of the different types of forms.

Figure 1. The different Form Types

Planning forms

Planning forms group notices published before the start of the "Call for Competition"; these are often qualified as "Planning Notices". Although "Planning Notices" are not associated to any Procedure and do not have any EU Procedure Identifier assigned, the buyer may already define and use an internal Procedure identifier.

Competition forms

Competition forms lead to the generation of notices initiating the "Call for Competition".

DAP forms

Direct Award Pre-notification (DAP) forms generate notices stating the intention to award a contract directly (i.e. without prior call for competition) to one or more Economic Operators. In contrast to the Result notices generated from the Result forms[1] the DAP notices are published prior to signing the contract. Such notices should also refer to the existing Procedure and notices that enable this awarding method.

Result forms

Result forms are used to produce result notices, which are published shortly after contract signature. They refer to the contract notice and provide award process information like award of contract, winner, etc.

Contract Modification forms

During the contract execution, a contract may need modification. If the start of a new procurement procedure is not needed, then the Contract Modification forms are used to produce a modification notice reporting the modifications applied to the contract.

Change forms

Change forms are used to produce change notices. The purpose of change notices is multifold:

  • Correct information reported in a previous Change notice or the original notice,

  • Inform about changes to information not inside the notice (e.g. changed procurement documents),

Changes may apply to notices of any form type. A Change notice contains all the information from the initial notice with integrated changes (i.e. consolidated text), as well as information on applied changes. When a change is applied to a previous change notice, it must integrate all changes from all previous change notices, and only have the latest changes described in the change section.

When applying changes, it is essential to ensure that the changes do not require the buyer to start a new procedure. It is the duty of the buyer to check that applied changes do not:

  • impact the applicable time limits;

  • advantage some economic operators at the expense of others;

  • require a procedure restart.

Notice, Notice Types and Subtypes

The ePO workgroup provided the following definition of a "notice":

Document published by the buyer about market opportunities and results.

— ePO workgroup

As clearly stated in the definition, a document may only be considered as a notice after publication; however, at business level, it is common to use the "notice" keyword for notice candidate documents (i.e. document submitted for publication), even before their validation.

Any notice has an identifier that may be referred to, for change or for search purpose.

Speaking about "notice" may designate the XML instance or other related by-products (e.g.: PDF manifestations); in this document, we will mainly refer to the XML instance.

Regarding notices, shortened expressions are commonly used. As illustrations, the two following examples may be provided with expressions like:

  • "Planning notice" to refer to a notice of form type "Planning",

  • "PIN profile" or "PIN profile notice" for a notice of notice type "PIN profile"

A given form type groups multiple notice types as shown on Table 1 in which form types, document types, notice types, a reference to the column number of Annex II of Regulation (EU) 2022/2303, and a short description, are provided.

The concept of Notice Subtype has also been introduded for a quick, easy and univocal reference to a specific context allowing the identification of the applicable rules set. For the eForms Regulation Annex, the subtype value corresponds to the column number.

Table 1. Notice types & subtypes
Form Type Document Type Notice Type Regulation Annex Table 2 column (Subtype) Description



PIN profile


Notice of the publication of a prior information notice (or a periodic indicative notice) on a buyer profile

PIN only


Prior information notice, or periodic indicative notice, used only for information

PIN time limit


Prior information notice, or periodic indicative notice, used to shorten time limits for receipt of tenders



PIN CFC general


Prior information notice, or periodic indicative notice, used as a call for competition — standard regime

PIN CFC social


Prior information notice, or periodic indicative notice, used as a call for competition — light regime




Notice on the existence of a qualification system

CN general


Contract, or concession, notice — standard regime

CN social


Contract notice — light regime

CN subco


Subcontracting notice

CN design


Design contest notice





Voluntary ex-ante transparency notice


CAN general


Contract, or concession, award notice — standard regime

CAN social


Contract, or concession, award notice — light regime

CAN design


Design contest result notice


Contract modification


Contract modification notice



Change notice


Change associated to any of the above notice type

1. For a CAN, when awarded, the contract is signed shortly before; when not awarded, the contract is not signed.