The use of warning letter is very sensitive. It is written by anyone when it is most needed. If someone has signed a contract with an agreement and it binds the contractor to provide his services and work that person must pay the contractor for the services he provides.
There are some conditions when the client faces serious problems regarding the work that the contractor is to be done. In such a condition, the client can write the warning letter to the contractor.
The purpose of writing the warning letter when the contractor is delaying the work is to ask the contractor to speed up his work. If there was a deadline for the project, ask the contractor to complete the work before the specified deadline.
How to write the warning letter to a contractor?
The letter should be started with informing the contractor about the loss you are facing due to slow work of the contractor. Also, write down the consequences if the contractor will continue delaying the work.
Although the contractor already knows about the deadline as it was mentioned in the written contract signed between him and the client, it can be mentioned again in the warning letter to remind him.
It should be stated in the letter that the contract with the contractor can be terminated in case the contractor does not speed up his work. The contractor should be asked to consider this letter as a warning letter from the client.
He should also be informed that the client will not be able to start a new project with him because of poor performance.
Tips to write the warning letter:
It is very important to send a well-written warning letter to the contractor so that he will take it seriously. Here are few tips that can help you write a professional looking warning letter.
- Keep the tone of the letter formal.
- Make sure that there is no grammatical mistake in the letter.
- Keep the letter to the point.
- Although it is a warning letter, don’t get rude with the contractor.
It seems like you are keeping really busy these days.
I have been calling you since last two days, but it rings out. I was planning to come and see you due to the seriousness of the matter. You know how our business runs. I have been giving you the construction contracts due to the quality of your work. And most importantly, you have been completing your work before the deadlines. This has built my confidence over you.
However, I am disappointed with your performance this time. You must be aware of the terms we work on. Any delays caused by you will affect my deliverability as well. If the matter was only about the delay, I could have tolerated that. It is not just the delay in work, but you did not inform me regarding this delay in advance. Please take this as my last warning and try to cope up with all the timelines as mentioned in the contract.
Preview and Details of Template
The Letter Sample
File: Word (.docx) 2007+ and iPad
Size 29 Kb | Download
[Personal Use Only]