Business correspondence requires delicacy, especially when it comes to letters to the supplier, because the reason for the appeal can be a failure to fulfill obligations not only on his part, but also on the part of your organization.
Instructions
Step 1
If this is your first time contacting a supplier with the intention of ordering goods from him, use the organization's standard shipping claim form. If this statement is not posted electronically on the organization's website, write a letter in a free style.
Step 2
In the case of ordering several types of products in different quantities, place the order in the form of a table indicating the name, article, color of the product, if necessary. Write down the obligations to pay for the ordered goods, provide the supplier with the details of your organization, based on these data, the supplier will draw up a contract. At the end of the letter, express your hopes for further mutually beneficial cooperation.
Step 3
If your letter to the supplier concerns his improper performance of his contractual obligations, late delivery of goods or goods of the wrong quality, grade or type, use the phrases "We inform you with this letter …", "We inform you …". Clearly state the reason why you cannot accept the shipped item. Refer to the contract or contract-application, which indicates how many units and what kind of goods the supplier should have sent you. In this case, it will be easier for the supplier to correct his mistake.
Step 4
If your letter concerns the inability to pay for the goods within the time frame established by the contract, notify the supplier about this in the most gentle, but at the same time, official form. Use the phrases "We apologize for the delay in payment …", "Due to the current circumstances, we can not pay the bills before …".
Step 5
Tell the counterparty exactly when you intend to pay off the debt to him, and that this obligation will be guaranteed to be fulfilled by your organization. At the end of the letter, express hope that this episode will not affect your long-term partnership.
