GUIDELINES
- 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.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
From our agreement I read that to qualify for the status as a distributor, we must have a minimum order of 500 cases of bottled juice drinks per month. As I was going through your order history for the past six months, you only had an average monthly order of 300 cases. It could just probably be an oversight or perhaps you have a valid explanation for this. However, for you to continue being a distributor, you have to comply with the terms of the agreement.
I hope this can be settled at the soonest time possible. Rainbow Marketing still definitely wants to have you as a distributor. If you have concerns about this matter, just call me in my office.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to criticize a distributor for not complying with terms.
Further things to consider when writing reprimand letters to vendors
Reprimand Letters
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 Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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