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Sample letters, Applications and tips for Letter writing

Warning Letters to Vendor & Supplier for poor service or delay! Free Samples

See, How to write mail to Vendors for unsatisfactory services.


Through 'Warning or strong letter' vendor is warned about the problem and hint at legal action against them, if the problems are not resolved.

Sometimes, the vendor doesn’t provide the goods & services according to the deal. If negligence and non-compliance becomes the habit of the vendor, then sending a strong letter is the good option.

Harsh Warning Letters to supplier and vendor

Tips for warning letter to Vendors:

  • Explain the issues and problems that you facing, and ask the vendor to fix these problems.
  • Hint harsh action against company, if the problems are not resolved.
  • Tell the vendor that you don’t have any issues working with them, if they fix the problems.

Here are samples of 'letters and emails' given to the Supplier for negligence, delay in work etc. 

Samples of different letters to be given to the Vendor & Supplier: 

  1. Letter to vendor for delay in delivery of goods.
  2. Letter to vendor for non compliance of work. 
  3. Email to Supplier for receiving poor quality materials.


Template # 1. Letter to vendor for delay in delivery of goods or services :

To,

(Receiver's name)

Name of Vendor company,

Address.

Date .. .. ..

From:

(Sender's name)

Designation,

Name of Vendor company,

Address.

Contact Number:

Subject: Delay in delivery of ................

Dear Mr./Ms ........... ...........,

We regret to inform you that we have recently been disappointed with your service. The delivery against our purchase order no. ...... dt. .... .... was actually received on (date ....), which was required to be delivered on (date ....) as per thr terms of the said purchase order.

There was a clear delay of ...... days in delivery. Please note that the delay is causing business loss to us. Therefore you are requested to ensure timely deliveries in the future.

Thanking you.


Sincerely,

(Signature)


Template # 2. Letter to vendor for non compliance :

To,

(Receiver's name)

Name of Vendor company,

ON, Canada.

Date 15.12.21

From:

(Sender's name)

C.E.O,

XYZ Construction Inc.,

Mississauga, 

ON, Canada.

Contact Number:

Subject: Regarding non compliance of work allotted to you ('Name of work').

Dear (Vendor Name),

We want your attention to a number of disturbing issues that have occurred recently. That are not in line with the contract and the understandings that we have.

First, your supplies (Name of goods or services) are being continuously delayed for no obvious reason. This has resulted in significant disruption to our business. Second, we noticed that many of the delivered items are not packaged properly or even damaged. That is just not acceptable at any level.

Therefore, You need to rectify the issues for continuing the work and take the necessary precautions so that they do not happen again. We just want to remind we have signed a contract that you are required to honor. Failure to comply will result in the cancelation of the contract and the activation of the penalty clauses within.

We really hope that you can fix this situation. Looking forward to your positive actions.

Thanking you.

 

Sincerely,

(Signature)


Template # 3. Warning mail to Supplier for receiving poor quality materials.

To,

(Receiver's name)

Manager,

ABC Suppliers Ltd.,

651 Locust View Drive,

Missouri, United States.

Date 10.12.2021

Subject: Regarding poor quality materials supplied by your company.

Dear (Vendor or company name)

I am writing this letter to make you aware that we are facing problems because of the negligence by your side. We are not receiving material according to the agreement. Our engineers was reviewing the material (Name of materials) supplied by you and they disappointed with it. The material is not high-quality (explain issues here) as decided in the contract. This has resulted in significant disruption to our business.

I want to make it clear that the material is not upto the mark. You need to do everything necessary to rectify these issues and take the necessary precautions so that they do not happen again. We are working for the past many years and we don’t want to hire any other vendor.

I really hope that you can fix this situation so that we can continue doing business. Looking forward to your positive actions.

Thanking you. 


Regards,

(Sender's Signature & name)

Chief Engineer, City Council,

San Mateo, California, 

United States.


Note: You should modify the contents of these templates according to your requirement.

Related Information:

Warning Letters to Contractor for slow or unsatisfactory job!


If you have any questions or suggestions, comment below.

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