Developing TOR

for Consulting
Module: 5
 ❑ToR provide an agreed basis for a consultant
(such as an individual consultant, expert, or a
specialist consulting firm) to undertake a task or
What are terms of assignment to deliver outputs or activities for a
client organization.
reference (TOR)?
❑The work that a consultant performs is
generally described as the services under the
contract.
Set the scene by providing a background of the Project and a rationale for the
services.

Define the specific tasks to be performed, using qualitative or quantitative

measures as required and describe a service delivery timeline, which references
the Work Plan defined by the client.

Identify verifiable milestones that will trigger contract payments.

Purpose of
TOR
Specify outputs, such as the types of information products to be produced,
including Project Reports or items specific to the Project itself (such as
handbooks, best practice compilations, etc.).

Set out the professional requirements (skill sets, experiences) of the individual
or firm.
Contract Scope of services

Once approved, the content contained in the ToR will usually be transposed straight into the draft contract under
Special Conditions, generally under “Scope of Services” and associated sub-clauses.

The Expected Milestones Schedule also forms part of Special Conditions. This is a tabular representation of a small
number of key services that will be designated as the milestones to trigger payment events, state the date by which
such services are expected to be completed, and state the means by which the milestone will be verified
What should my Terms of Reference look
like?

A good ToR will be clearly written and contain

Ask yourself - would it provide a clear
the detail necessary to leave no doubt
understanding to someone unfamiliar with
regarding the exact expectations of the
the Project?
consultant.

Specific terms must be capitalized (Final

Project Report, not final project report) and
All acronyms should be spelt-out the first
terms must be used consistently if they
time. Following these basic rules will help
describe the same thing throughout the ToR
eliminate confusion for the reader.
(don’t switch from writing Final Project
Report to Project Final Report for example).
 Background

Objectives of the task or assignment

Scope of the task or assignment

Suggested ToR
Framework
Duration and phasing

Specifications of the skills and expertise required

Reporting requirements
This section should set the scene. It should provide an
introduction to the desired objectives and outcomes of
the assignment and explain how the assignment relates to
relevant project goals and programs and the priorities of
the client.

Background
It will vary in length from a few paragraphs to up to few
pages. It may also cross-reference relevant elements of
the project such as Relevance (including Alignment),
Impact (including Outputs and Outcomes), Effectiveness
(such as the Work Plan) and Sustainability.
 Objectives of
the task or
THE PURPOSE OF THIS SECTION IS TO SPECIFY THIS PART OF THE TOR WILL EXPLAIN WHAT THE
assignment
VERY CLEARLY AND CONCISELY THE OBJECTIVES OF CONSULTANT WILL DO IN CONCISE, QUICK
THE SERVICES THAT ARE EXPECTED TO BE REFERENCE TERMS.
DELIVERED BY THE CONSULTANT.
Scope of the task or assignment

The purpose of this section is to provide a This has to be sufficiently detailed to ensure
detailed description of the tasks required of the contractual obligations for satisfying the ToRs can
contractor, and the outputs required. be clearly met.
Scope of the task or assignment (1/2)
Please consider the following:
▪ Use a chronological approach to specifying what needs to be
done (if appropriate) if the task is complicated or multi-faceted.
This could be separated into activity implementation and
reporting stages, if required.
▪ Specify the actual outputs to be delivered. For outputs that
involve information products, such as reports, the scope should
refer to the size, layout and content of the report.
▪ Identify the amount of time the contractor is expected to spend
on each output or specified aspects of service delivery.
▪ Identify the specific tasks to be undertaken.
Scope of the task or assignment (2/2)
Please consider the following:
▪ For research-based work (including case-studies, surveys and
reviews) the ToR must set-out the purpose and scope of the
proposed work; the methodology to be used; and the level of
experience and qualifications expected of the researcher.
▪ For website development and databases, identify objectives,
clear timelines and methodology. Specify tasks required such as
design, supporting analysis, development, testing, training, roll-
out, and the production of associated documents like user
manuals.
▪ Ensure the scope is aligned to the Project Proposal.
Duration and Phasing
❑The purpose of this section is to clearly specify the time
frame for the assignment with a clear statement of the
proposed deadlines.
❑The proposed contract milestones can be identified here.
❑The ToR should specify the start date and end date and
approximate dates for stages of the activity if needed.
Specifications of the skills and expertise
required
❑The purpose of this section is to specify the skills,
qualifications and expertise required from individual
specialists/expert or a team of consultants.
❑If the tasks involve a team of consultants, please ensure that
the details about who does what are detailed and clarified.
❑In the case of individuals, the skills, qualifications and
experiences that are required for the task should be very
detailed to ensure that the right person or team is selected
for the task.
Reporting requirements
❑Practically all ToR will specify that a contractor
deliver/coordinate project reporting, or other information
products such as design, policy guidelines, case-study reports,
and so on.
❑It is critical that ToR are very specific about the form and
content of these products, especially since these products are
often a key deliverable for the Project and trigger consultant
payments.
❑The ToR should state: when reports are due; the length of
the document in question (number of pages); the
expectations regarding layout; the format (the number of
copies required if printed); and who is responsible for
delivering the report or product if it involves more than one
person.
Q&A