This may be required if the vendor insists the terms of the contract have been violated and consequently demands extra payment. It should be written in formal business style and sent by certified mail, so the sender has proof of the time and date the letter was received. Here is a sample vendor termination letter.
The manager should welcome any questions from the vendor and give their contact information. If the reason for terminating the contract is not because of poor business practices of the vendor, then the business manager can thank the vendor for their services and offer to give a good testimonial. If there are any outstanding invoices, it should be clearly stated when they will be paid. It may be necessary to quote sections of the vendor contract to make it clear that the business is following the contract’s terms and conditions. If a new vendor is required, the letter should explain why it’s necessary to switch vendors. The product or service may no longer be needed or a new vendor is required. If there is more than one reason, they can be listed. The reason for terminating the contract should be stated. The first sentence should express the reason for the letter and the date of termination. The letter should be address to the manager in charge of supplies. It’s always recommended to end business relationships on a friendly note. There’s no point in upsetting the vendor with angry words, and it may become necessary to use this particular vendor again in the future.
It should be written with a formal, polite tone and not express any anger or unhappiness even if the reason for the termination is the poor service or product of the vendor. The vendor termination letter should be written on company letterhead.
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