Letter to reprimand a distributor for not meeting the quota

GUIDELINES

  1. If there is a problem with the distributor and it's necessary to write him a letter, then you should use polite language. Express your concerns in a concise manner. Be specific while mentioning the details. Specify your expectations and tell the distributor how he/she is not meeting them. Avoid insulting comments.
  2. State the requirements for being a distributor.
  3. Mention the problem in detail. State the consequences if the distributor doesn't rectify the situation.
  4. End on a positive note by expressing hope and confidence in the distributor's abilities to make everything right.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

We reviewed your performance for the past months, and based on our records; it has been three successive months that you were unable to reach the required monthly quota. Your contract states that you must sell at least $500 worth of supplements and personal care items periodically. From February to April, you were only able to sell an average of $200 per month. It is important that you increase your sales. Otherwise, your contract will be terminated.

Kindly act on this immediately and work double time to comply with the terms.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -