Response to Supplier

The document titled 'Response to Supplier' is a formal letter that serves as a response to a supplier's letter enclosing a statement for the month of September. The importance of this document lies in its ability to address and rectify an underpayment issue that occurred in the previous month's statement. The letter begins with a standard format, including the sender's company name, address, and the current date.

 

The first paragraph of the letter is an introduction that acknowledges the receipt of the supplier's letter and the enclosed statement. It also expresses an apology for the underpayment of the remaining fee on the supplier's August statement. The importance of this paragraph is to establish the context of the letter and acknowledge the mistake made by the sender.

 

The second paragraph provides a detailed explanation of the reason behind the underpayment. It states that the misreading of the amount due was the result of a poorly printed final figure on the statement. The sender mistakenly read the amount as 'currencymisreading amount' instead of 'currencymonthly amount.' This paragraph is crucial as it clarifies the cause of the underpayment and takes responsibility for the mistake.

 

The final paragraph of the letter concludes the response by assuring the supplier that a cheque for the correct amount, which is the total amount on the September statement, is enclosed. It also includes the sender's signature and job title. This paragraph is significant as it provides a resolution to the underpayment issue and assures the supplier that the correct payment will be made.

 

In summary, the document 'Response to Supplier' is a formal letter that addresses an underpayment issue in a supplier's statement. It begins with an introduction, provides a detailed explanation of the mistake, and concludes with a resolution and assurance of payment.

How to use this document?

1. Begin the letter by following a standard format, including the sender's company name, address, and the current date.

2. In the first paragraph, acknowledge the receipt of the supplier's letter and the enclosed statement. Apologize for the underpayment of the remaining fee on the supplier's August statement.

3. In the second paragraph, provide a detailed explanation of the reason behind the underpayment. Mention that the misreading of the amount due was due to a poorly printed final figure on the statement. Take responsibility for the mistake.

4. Conclude the letter by assuring the supplier that a cheque for the correct amount, which is the total amount on the September statement, is enclosed. Include the sender's signature and job title.

5. Make sure to proofread the letter for any errors before sending it to the supplier. Double-check the accuracy of the enclosed cheque amount.

6. Maintain a professional and polite tone throughout the letter. Avoid blaming the supplier or using confrontational language.

7. Keep a copy of the letter for record-keeping purposes. File it appropriately for future reference if needed.