Letter to supplier that order is break down

Letter to Supplier that Order is Break Down

Letters Kate

A letter to the supplier stating that an order is breaking down is a letter written by a client and addressed to a supplier with whom the client has placed an order. In this letter, the client requests the supplier to deliver his order in parts instead of as a complete order.

A client may make this request of splitting up the order into similar or different components due to various reasons, such as:

  • The client suddenly faced the issue of a shortage of resources to utilize the complete order on time, and the ordered product has a short expiry date.
  • The client does not have the capacity or space to receive the complete order.
  • The client has financial constraints to make the promised payments and wants to delay the order and payment.
  • The client does not want to record the complete delivery as one transaction for auditing and tax purposes.

Irrespective of the reason, when the client wants the order split up, it makes a formal request through a letter, which is also kept in the records for future reference.

The content and length of such letters may vary as per the client’s requirements, circumstances, and disclosure policy regarding the reasoning behind the splitting up. However, generally, the following details are present in such letters:

  • Mention the date.
  • State the details of the supplier.
  • State the details of the client.
  • Give reference of the placed order.
  • Request splitting the order into parts, with all the relevant details of the divided parts, the required delivery dates, and quantity, etc.
  • State the reason behind the request if the client wants to disclose.
  • Provide the payment schedule details.
  • Mention any attached documents.
  • Seek cooperation, and request the acceptance of the request.
  • Apologize for any inconvenience to the supplier.

As a request is being made through this letter, the tone of this letter should be passive, and it should not give an impression to the supplier that the client is forcing him to make the change. The request should be polite. Usually, if the payment schedule does not get disturbed with the splitting up, the supplier accepts the bid.

Sample letter

Dear Ms. Maria,

I am writing this letter about our order [X] to your company ABC Limited, which was made on November 1st, 20XX. Copies of the contract and order are attached to this letter.

We have ordered 1000 units of [Y] raw material, with a complete order expected to be delivered on 30 November 20XX. However, now we want to request that you split our order into four equal parts. We have suddenly experienced a labor shortage, which has slowed down our production. If you deliver all the raw material units on 30 November, much of it will be wasted due to short expiry dates.

We want to request that you kindly deliver only 250 units on 30 November and then send the rest of the parts in equal intervals of ten days, i.e., the second part on 10 December 20XX, the third part on 20 December 20XX, and the fourth part on 30 December 20XX.

This would help us in managing our resources well. As for your payment as promised before, we will release the complete payment on 20th December 20XX.

We hope you understand our problems. We apologize for any inconvenience your company may have been caused.

Thank you for your understanding and cooperation.

Regards,

Sarah Mathew.

Letter to supplier that order is break down

File: Word (.docx) and iPad
Size 13 KB

Download