There is a legal agreement between the buyer and the supplier. Both are required to follow the terms and conditions mentioned in the agreement. It is the responsibility of the buyer to pay the supplier on time, while the supplier’s responsibility is to deliver the required item in the specified amount of time.
Due to the late delivery of products, the buyer can face a lot of losses for the business. To partially compensate for a loss, the buyer can give a penalty to the supplier. Giving a penalty is not a good gesture; however, sometimes the other party’s behavior becomes unbearable, and you are left with no choice but to give a penalty.
You can write a penalty letter for giving the penalty. Before you write this letter, ensure that you have added the penalty clause to the agreement signed between you and the supplier. This shows that the supplier knows about the consequences of late delivery, and he will be mentally prepared for the penalty.
The main purpose of writing the letter is not only to compensate for the loss but also to encourage the supplier to always be on time when delivering the purchased items to the buyer.
The date beyond which the delivery will be considered late should be known by the supplier. Make sure that you have told the supplier that date while placing the order.
The penalty letter should describe what the penalty for the late delivery is. It should also be stated in the letter that the buyer has a right to terminate the contract with the supplier if he is not ready to face the penalty. If any dues have yet to be cleared by the buyer, the buyer can also hold them as a penalty.
Your letter should contain an appropriate introduction that should be able to explain the reason for writing the penalty letter. It should also remind the supplier that there is an agreed-upon clause related to the penalty in the agreement.
Sample Letters
#1
We are writing to express our displeasure regarding the recent delivery of the XYZ consignment. The delivery was delayed by 3 days, leading to subsequent delays in our operations and production schedule.
Let us remind you that we specifically outlined our expectations for punctuality in our agreement dated [X]. However, despite your reassurance of timely delivery, we did not receive the shipment on time. As a result, our customer orders were delayed, causing substantial loss to our company.
We must bring to your attention that according to the terms and conditions of our agreement, late deliveries lead to penalties. Considering the loss incurred by us due to the delay, the company will deduct 30% of your due payment according to our penalty clause.
Kindly adhere to the delivery schedules in the future. Failure to do so may result in the termination of our business agreement.
#2
I am writing to address a concerning issue regarding the recent delivery of our order. Regrettably, the goods arrived 5 days later than the mutually agreed-upon delivery date specified in our contract.
As outlined in our contractual agreement, timely deliveries are extremely important for us for the fulfillment of our customer orders. The delay caused by you has negatively affected our production timeline. As a result, we are compelled to penalize you following our contract.
We understand that unforeseen circumstances can arise that lead to potential delays. However, you must exhibit professionalism and do your best to overcome challenges to ensure timely deliveries. We expect your cooperation in preventing such delays in the future to maintain a successful partnership between our organizations.
Feel free to contact us for any queries.
#3
I am writing this letter to advise that the deadline for delivery provided to you by our company has expired. The delivery was due last week. And it has not been received yet. The delivery wasn’t supplied, and we did not even receive any updates regarding the delay in delivery or the new delivery date.
Can you please make sure to deliver our goods by the end of the day today? Also note that due to this delay in delivery, our production has been stopped, which means a loss in profits. As per our trading agreement, we will be charging you a penalty as well.
Letter File
#4
This letter is a reminder that the stock due in the last week has not been received yet. We submitted a requisition for the supply of the goods on-site two weeks ago. We did not receive the stock, nor did we receive any notification regarding the delay in delivery.
Considering the consequences and seriousness of this project, a delay in delivery is not very profitable for us and exposes us to reputational risk. In our recent meeting, it was highlighted that, due to the non-availability of resources, the pace of our work has slowed down. We would, therefore, like to notify you that we need an urgent resolution to this problem, along with a reminder that we will be penalizing you for this delay and the loss it has caused.
Letter File
- One Day Absent Note to Boss
- Request Letter to Staff for Voluntary Deduction from Salary
- Holiday Closing Messages
- Letter Requesting Transfer to another Department
- Letter Requesting Promotion Consideration
- Umrah Leave Request Letter to Boss
- Ramadan Office Schedule Announcement Letters/Emails
- Letter to Friend Expressing Support
- Letter to Employer Requesting Mental Health Accommodation
- Letter Requesting Reference Check Information
- Letter Requesting Salary Certificate
- Letter Requesting Recommendation from Previous Employer
- One Hour Off Permission Letter to HR
- Payroll Apology Letter to Employee
- Advice Letter to Subordinate on Effective Communication