Vendor Complaint Email Template

Draft a formal complaint email to [vendor company name] regarding ongoing delivery issues. You are writing as [your title] at [your company name/type]. Situation details: - Vendor relationship length: [duration of partnership] - Contract/Agreement reference: [agreement number/date if applicable] - Number of late deliveries: [X] out of last [Y] orders - Average delay: [timeframe, e.g., 3-5 days] - Specific recent incidents: [dates and order numbers]. Business impact to document: 1. Operational disruptions: [production delays/service interruptions/etc.] 2. Financial impact: [lost revenue/overtime costs/rush shipping charges] 3. Customer impact: [complaints received/contracts at risk/satisfaction scores] 4. Internal resource strain: [staff overtime/rescheduling/workarounds]. Required email elements: 1. Professional subject line with issue and account reference 2. Brief partnership acknowledgment (positive history if applicable) 3. Clear statement of the problem with specific data 4. Documented impact on your business operations 5. Reference to contract terms or SLAs if applicable 6. Specific corrective actions requested with deadlines 7. Consequences if issues persist (while showing preference to resolve) 8. Request for written response and improvement plan 9. Proposed meeting/call to discuss resolution. Tone requirements: - Professional and fact-based, not emotional - Firm and direct about the seriousness - Solution-oriented rather than purely critical - Indicate preference to maintain the relationship - Escalation-appropriate (not threatening unless final warning). Length: [word count range, typically 350-500 words]. Include: CC line suggestions based on escalation level