Using this letter template, you will explain why you are terminating the current vendor. It would be best to show how he was delayed in sending the office materials. Therefore, the management has taken the decision not to renew the contract.
You must let him know the final working day. Until the last working day, he will be fulfilling a vendor’s responsibility. He will send the office supplies to the company until the final working day.
Template: 1
Vendor Termination Letter
[ Insert the Receiver’s Name]
[ Insert the Receiver’s Address]
———- [ Address Line1] ———–
———- [ Address Line 2] ————
Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]
SUB: [ Insert the subject concerned to the letter]
Greetings of the day!
You have been vendors to our company for the past [ insert the number of years since the association with the sender’s organization] and we have been having cordial relations. However, we have been getting customer complaints regarding the quality of your product.
Since the contractual obligation is getting over, we are writing this letter to formally inform you that we will not be renewing the contract. As you are aware, we have been plagued with numerous problems. You are unable to provide us with our requirements at the proper time and hence, our company was getting lagged in many respects.
We would like to express gratitude for the prompt and satisfactory service you have been giving us in the past [ insert the number of years since being associated with the organization]. We would be happy to personally give a positive testimonial to your good service and product. We would like to extend our hand for any future collaborations that can be held in the time to come
If any final dues are remaining rightfully, we will be settling it in the next bill cycle. Thank you for your cooperation. We wish you all the best in your future concerns.
Thank you very much!
Cordial Regards,
[ Insert Full Name of the Sender]
[ Insert designation at the organization], [ Insert the name of the organization]
[ insert necessary contact details]
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Letter Template: 2
Vendor Termination Letter
[Insert the Receiver’s Name]
[Insert the Receiver’s Address]
———- [Address Line1] ———–
———- [Address Line 2] ————
Dear Mr. / Mrs. / Ms. [Insert the name of whomsoever it is concerned to]
SUB: [Insert the subject concerned to the letter]
Greetings of the day!
It is very important to inform you about the fact that you have served [company name] for a period of [timespan] years. We have tried to maintain healthy professional relationship with each other. However, in the recent times, you have failed to maintain the standard of your service.
It is because we have been lately receiving complaints from the customers. The products that you are supplying are not up to the mark and have been the matter of disappointment for the customers.
As you know that your contract with our company was going to get over by [ending date of contract], we would not be renewing the contract anymore. Number of problems had surfaced and these problems had actually affected our business strategies with many clients. You have failed to provide us with the requirements or meet the expectations of [company name]. It is clearly indicated that you are not careful about the business that you are doing.
We are really sorry to inform you that we would not be able to do the business anymore. We have decided to terminate the contract with you from [termination date]. You are constantly failing to meet the expectations on time. As a result, our company is lagging behind in several aspects.
However, we are thankful for instant and excellent services that you have rendered in the past. On a professional level, you have been attached with us for a [timespan] years. We were indeed very happy with your services. You have taken of everything in the past for [timespan] years.
We are ready to collaborate in the coming time with you. As we are going to terminate the contract with you, your dues will be cleared in the next billing cycle. We must thank you for your support and cooperation. We wish you all the best for your future endeavors.
Thanking you very much,
Yours faithfully.
[Insert Full Name of the Sender]
[Insert designation at the organization], [Insert the name of the organization]
[Insert necessary contact details]
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Letter Template: 3
Vendor Termination Letter
[Insert the Receiver’s Name]
[Insert the Receiver’s Address]
———- [Address Line1] ———–
———- [Address Line 2] ————
Dear Mr. / Mrs. / Ms. [Insert the name of whomsoever it is concerned to]
SUB: [Insert the subject concerned to the letter]
Greetings to you!
I [ your name] writing you from the HR department of [ company name] and it is important to inform you that we are receiving complaints from the customers regarding the quality of the product that you are sending to us. We have been working with one another for last [timespan] years.
You might be aware of the fact the contractual terms with you is coming to an end on [mention ending date of contract]. It is necessary to let you know that we are no longer renewing the contract. It is important to notify you that [company name] is undergoing several problems. We are sorry to inform you that you are unable to meet the expectations of our company.
You are unable to understand the requirements of the company and fulfill them. You are failing to serve us at the appropriate time and therefore, we are facing lot of challenges in the business.
We are losing contracts with our important clients because of the delay of you are doing in sending [mention product name].
However, in the past, you have always responded on time by delivering the product and maintaining its quality and quantity. Sometimes, you had taken initiative to supply in surplus. You have always saved the reputation of our business with your quick and satisfying service.
Professionally, you have been attached with our company for a period of [timespan] years. We are quite happy to respond to you with positive testimony. It is because; you have met the quality standards of our company.
We are looking forward for future cooperation and partnership with in the coming time. We hope that we would be getting back to our good days in the coming time.
Finally, we are ending the contract on [ending date of contract].
It is necessary to inform you about the fact that you will be receiving the payment in the next billing cycle.
Thanking You,
Yours Sincerely,
[Insert Full Name of the Sender]
[Insert designation at the organization], [Insert the name of the organization]
[Insert necessary contact details]
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Letter Template: 4
Vendor Termination Letter
[Insert the Receiver’s Name]
[Insert the Receiver’s Address]
———- [Address Line1] ———–
———- [Address Line 2] ————
Dear Mr. / Mrs. / Ms. [Insert the name of whomsoever it is concerned to]
SUB: [Insert the subject concerned to the letter]
Happy Greetings of the day!
This is very important to notify you that our company has been receiving complaints from the customers consistently for several days. We are thankful for the time you have spend with us a vendor for the past [timespan] years. We had indeed developed healthy business terms with one another for last [timespan] years. That is indeed a positive sign.
But we are sorry to inform you that we have been receiving bad reviews from the customers’ end regarding the products. The list of the customer complaints are growing at a rapid pace in last [number] days. We had sent reminder mail twice for changing the quality of the product. But you never really bothered to make an improvement in the quality of product.
You have also disappointed us by delaying to supply the product. You might be remembering the date of signing the contract with us and that was on [starting date of contract]. You are also aware of the ending date of the contract and that is on [ending date].
But circumstances are not letting us to continue anymore. You had been supplying [name of product] for last [timespan] years. We are sorry to inform you that you have failed to meet the expectations of the company.
You are not able to meet the minimum expectations of our company… You are failing to deliver the necessary materials at the right time. As a result, we are losing the clients. Henceforth, we are cancelling the contract with you by [effective date].
We are sorry to inform you that we have found another vendor and he will be at our service from [starting date of new vendor].
It had indeed good working with you. We will be looking forward for future collaborations with you. Right now, I will be clearing the dues and sending the paycheck for the days you have supplied. It will be done by next billing cycle.
Thanking You,
Yours Sincerely,
[Insert Full Name of the Sender]
[Insert designation at the organization], [Insert the name of the organization]
[Insert necessary contact details]
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Letter Template: 1
Vendor Termination Letter
[Mention the name of the sender]
[Mention the address]
[Mention the contact details]
[Mention the date]
Subject- Letter of cancellation of service to vendor
I’m writing to advise you, formally and unfortunately, that our supplier relationship has been terminated. We will no longer require you to furnish users with coffee berries as of [Mention the month and date]. This is due to a shift in our company strategy.
As we all know, the pandemic has wreaked havoc on our country’s economy. It has been tough for us to make money as a result of this. As a result, we thought it would be beneficial to strategy to consider a different product line.
I want to thank you for always being on time and providing excellent service when we worked together. Also, we apologize for any trouble this has caused. Please take note that I am happy to provide you with a positive testimonial for your excellent service and product.
Our organization will no longer place any orders with your company as of now. We will not cancel any orders or deliveries that were scheduled before the receipt of this letter unless we specifically notify you. Before our contract is formally canceled, all outstanding purchases should ideally be finished. We will pay off any outstanding balances in our account by [Mention the date]. All applicable invoices must be received by [Mention the date] for that purpose.
Please acknowledge receipt of this letter confirming our contract termination and account closure. If you have any questions, you can reach me at [phone number] or [e-mail address].
Please do not hesitate to contact me at [insert phone number] with any further questions. We sincerely wish you luck in your future pursuits.
Sincerely
[Mention the name of the sender]
[Mention the contact details]
[Handwriting signature]
[Mention here, if there is any post note to be given]
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Letter Template: 2
Cancellation of Service Letter to Vendor
[Mention the name of the sender]
[Mention the address]
[Mention the contact details]
[Mention the date]
Subject- Letter of cancellation of service to vendor
This letter is to advise you that, as per the terms of our business deal, I am officially cancelling our relationship as of [Mention the name date ].
In order to fulfil my legal commitment to you without generating any penalties and fines or the necessity for legal action, I must give you [Mention the day] notice in compliance with the contract conditions.
I want to let you know that your business has been very much appreciated over the last several [Mention the month and year], and that this contract cancellation has nothing to do with you or your company. We recently sold out to a larger firm, and that firm’s vendors will deliver our supplies.
We regret to tell you that, as of [date], we will no longer be required the service of [name of firm]. We have met the minimum notice period required by our agreement with this notification. Although your organization has given us excellent service in the past, we have decided to end our business relationship owing to [Mention the reasons].
The moving ahead will be handled by [Mention the firm’s name]. We’ll set up a transition meeting in the coming days, and please find your last invoice for services given, which must be completed and finalized by the end of the week [Mention the date, month and year].
Best of luck in your future endeavors. Please contact me at [Mention the phone number] or [Mention the email of com] if you have any concerns or require any additional information regarding our contract cancellation of services.
Sincerely,
Mention the name of the sender]
[Mention the contact details]
[Handwriting signature]
[Mention here, if there is any post note to be given]
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Letter Template: 3
Cancellation of Service Letter to Vendor
[Mention the name of the sender]
[Mention the address]
[Mention the contact details]
[Mention the date]
Subject- Letter of cancellation of service to a vendor
You have been a vendor for our organization for the past year, and we had a [Mention the no] year deal with you. However, because you are unable to meet our needs in a timely manner, our organization is falling behind in several areas. We’ve noticed that the quality of your materials has deteriorated dramatically during the previous four months.
We want to end our contract with you on the upcoming (date of the termination). We require a far more efficient provider, which you cannot provide. You are requested to work with us to the fullest extent possible to settle all financial obligations as soon as possible.
This letter is to inform you that we are very disappointed with your services. Our company is suffering huge losses because of your irregular or untimed product supplies since we depended on you for completing our projects. Hence we’d like to terminate this contract with you.
The final day of the termination has been decided to be[Mention the name], and you are kindly requested to clear all the monetary settlements before that.
From the [Mention the day, month and year] forward, the vendor contract will come to an end. We suggest that you coordinate with us on any bill settlements, if any, by[Mention the day, month and year].
We regret to notify you that our contract for the delivery of bottled mineral water with you, as stated above in [Mention the name]. Has come to an end due to your establishment’s delayed and irregular deliveries. As a result of this, our entire business process is suffering.
Thank you
Sincerely
Mention the name of the sender]
[Mention the contact details]
[Handwriting signature]
[Mention here, if there is any post note to be given]
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Letter Template: 4
Cancellation of Service Letter to Vendor
[Mention the name of the sender]
[Mention the address]
[Mention the contact details]
[Mention the date]
Subject- Letter of cancellation of service to vendor
The contract [Mention the name of the Company] has with you to deliver [Mention the no] cases of bottled water per week will end on[Mention the date], and I’m writing to tell you of this formally. The contract will not be renewed. We have the right to cancel the contract at any moment before it expires, according to the contract.
Because we invested in a water filter and now give pure drinking water to our clients at a lesser cost, our company no longer requires bottled drinking water. The usual shipment will be accepted until the expiration date. You can send the final invoice as usual just at the end of the month, and we’ll pay it right away.
This is due to a shift in our company strategy. As we all know, the pandemic has wreaked havoc on our country’s economy.
It has been tough for us to make money as a result of this. As a result, we thought it would be beneficial to strategy to consider a different product line. The usual shipment will be accepted until the expiration date. You can send the final invoice as normal at the end of next month, and we’ll pay it right away.
I want to thank you on behalf of [Mention the name of the company] for your timely and courteous service for the last five years that we’ve been receiving water bottles from you.
I would be delighted to vouch for your excellent service and goods personally. Please contact me at [Mention the contact number] or [Mention the email] if you have any questions. We wish you the best of luck with your future endeavors.
Sincerely,
[Mention the name of the sender]
[Mention the contact details]
[Handwriting signature]
[Mention here, if there is any post note to be given]
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