- 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.
- State the requirements for being a distributor.
- Mention the problem in detail. State the consequences if the distributor doesn't rectify the situation.
- End on a positive note by expressing hope and confidence in the distributor's abilities to make everything right.
[State, ZIP Code]
[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.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to reprimand a distributor for not meeting the quota.
Further things to consider when writing reprimand letters to business partners
Reprimand letters are letters written to rebuke or criticize others because of their actions or behavior. These are usually written by supervisors at work and used as an official statement of a behavior an employee needs to improve. A reprimand letter specifically and clearly points out the behavior or performance problem an employee is supposed to improve as well as the consequences if he/she shows no improvement. In most cases, a reprimand letter is preceded by a formal verbal warning about the issue. It is one of the major elements that constitute a company's disciplinary process.
Effective reprimand letters use strong, yet respectable tone. Prior to writing, check to see that the company procedures and policies are in place. Start by mentioning the recipient's positive qualities or behavior. Make a clear statement of the performance issue or behavior that the recipient must improve. Explain how this has impacted the company negatively. Enumerate specific suggestions on how the recipient can improve the situation. Describe any actions that will be taken against the recipient if the situation doesn't change. End on a positive note that gives encouragement, demonstrates concern, or that expresses confidence that the recipient will resolve the issue.
Letters to Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.