FAR 53.107—Obtaining forms.
Plain-English Summary
FAR 53.107 is a very short but important administrative rule about where federal agencies must get forms. It covers two categories of forms: standard and optional forms, which executive agencies must obtain from the General Services Administration (GSA) Forms Library, and agency-specific forms, which must be obtained from the agency that prescribes them. The section exists to promote uniformity, reduce duplication, and ensure agencies use the current approved version of each form. In practice, this means contracting offices, program offices, and other agency users should not create ad hoc substitutes for government-wide forms or rely on outdated copies pulled from old files or unofficial sources. It also means users must know whether a form is government-wide or agency-specific before trying to locate or use it, because the source depends on that classification. Although brief, the rule supports consistent paperwork, proper recordkeeping, and compliance with form-control requirements across federal procurement and administrative processes.
Key Rules
Use GSA for standard forms
Executive agencies must obtain standard forms from the GSA Forms Library. This ensures agencies use the official, current version of government-wide forms.
Use GSA for optional forms
Executive agencies must also obtain optional forms from the GSA Forms Library. Optional forms are not agency-specific; they are maintained centrally and should be sourced from GSA.
Agency forms come from the prescribing agency
If a form is an agency form, it must be obtained from the agency that prescribed it. Users should not assume agency forms are available through GSA.
Source matters for compliance
The rule is about where to obtain forms, not just where to find them. Using the correct source helps avoid outdated, altered, or unauthorized versions.
Responsibilities
Executive Agencies
Obtain standard and optional forms from the GSA Forms Library and use the prescribed source for agency forms.
Contracting Officers and Acquisition Staff
Verify whether a needed form is standard, optional, or agency-specific, and direct users to the correct official source before use or submission.
Program Offices and Other Agency Users
Request forms from the proper source and avoid using unofficial copies, outdated templates, or self-created substitutes.
Prescribing Agency
Make agency forms available to users and maintain the official source for those forms.
GSA
Maintain the Forms Library as the official source for standard and optional forms used by executive agencies.
Practical Implications
In day-to-day use, the main task is identifying the form type before downloading or issuing it. A simple mistake in classification can send users to the wrong source and delay procurement or administrative actions.
Contractors usually do not obtain federal forms directly under this rule, but they are affected because contracting offices may require submission on the correct official form version. Using an outdated or altered form can cause rejection or processing delays.
A common pitfall is relying on saved copies from prior actions or internal shared drives. Forms can change, and the official source should be checked whenever a form is needed.
Another practical issue is assuming all government forms are on GSA. Agency-specific forms may only be available from the issuing agency, so users need to know the prescribing authority.
Because the rule is brief, it is easy to overlook, but it supports consistency and auditability. Using the official source helps ensure the form is current, authorized, and acceptable for official use.
Official Regulatory Text
Executive agencies shall obtain standard and optional forms from the General Services Administration (GSA) Forms Library at https://www.gsa.gov/forms . Agency forms are available from the prescribing agency.