The day to day functioning of every church involves dealing with vendors
and suppliers of goods and services. Since these transactions often
involve large sums of money, it’s very important that communication with
vendors be as specific and clear as possible, and when necessary, very
7-1 / To Product Suppliers about Disengaging Services
For a number of years, we have been buying supplies for our photocopier,
including toner and paper, from you. However, with the last three orders
which we have sent you, there have been problems. The merchandise has
arrived damaged or significantly later than you promised. When we have
contacted you regarding these matters, we have had little cooperation in
rectifying the situation.
Therefore, we have no other option at this time but to discontinue doing
business with your firm. With unreliable service, it is extremely
difficult to keep the church functioning as it should be.
7-2 / To Product Suppliers about Engaging Services
Thank you for your response to our recent request for bids for a new
furnace for the church. At the MONTH XX, 200X meeting of the parish
council, your bid of $00,000 was accepted. As stated in the bid
specifications, delivery and installation is to be completed by MONTH
XX. If there is any problem on your part concerning this, please notify
us at once.
When the unit we want has arrived, contact us to set up a time for it to
be put in. We look forward to doing business with you.
7-3 / To Product Suppliers about Establishing Credit
Thank you for the recent delivery of office supplies which we ordered
from your firm. They were more than satisfactory, and we have every
intention of ordering again from you in the near future.
In light of that, please advise us of your policy for opening a thirty
day open account with you. We prefer to do business on that basis, and
in the past have opened such an account by filing an application with
We appreciate your fine products.
7-4 / To Product Suppliers about Problems: In Delivery of a Product
In this situation, an order did not arrive within the usual amount of
time the church allowed for delivery. A brief, courteous letter,
accompanied by a photocopy of the original order form, should quickly
On MONTH XX, 200X, we ordered six reams of 8 1/2 by 11 inch white paper
from you for our photocopier. At this point, we still have not received
delivery. As we are nearly out of pa per, we are requesting that you
immediately look into this situation.
In the past, we have always had good service from your firm, and this
current problem is probably due to an oversight. We anticipate a speedy
resolution to it.
Thank you very much. We await your reply.
7-5 / To Product Suppliers about Refunds
We regret to inform you that we are not satisfied with the quality of
the photocopier paper which we received from you recently. It has proven
to be thin and easily torn, and therefore is not acceptable for our
needs, in spite of your advertising that it would be perfect for every
Inasmuch as you have an unconditional guarantee for all your products,
we are requesting an immediate full refund for the six reams of paper we
We would appreciate your prompt attention to this matter. Thank you.
7-6 / To Service Suppliers about Bids
This is to inform you that St. Michael’s Church is inviting bids for a
new roof, according to the specifications on the attached page. Delivery
and installation of the roof must be made by MONTH XX, 200X.
If you wish to submit a bid, please mail or bring it to church in an
envelope marked “Bids on roof” by 5:00 PM, DAY, MONTH XX, 200X.
Bids will be opened and recorded at 8:00 PM on DAY, MONTH XX, and the
awarding of this bid is to be made at a meeting of the parish council
within thirty days of the opening of the bids. Thank you.
7-7 / To Service Suppliers about Inquiries & Requests: For Rates, Etc.
This type of request may be made by telephone; however, by sending a
letter, a permanent record is made of exactly what was asked for and
Having recently heard about your company, we would like to request your
rates for termite extermination. The synagogue is approximately 0000
square feet. In addition, please send a copy of your guarantee and how
soon you could come to inspect the building, should we decide to hire
Thank you for your time. We look forward to hearing from you.
7-8 / To Service Suppliers about Tax: Exempt Verification
This is to advise you of Community Church’s status as a nonprofit
organization. Our tax exempt number as furnished by our denominational
headquarters is #0000000. Also, enclosed you will find a photocopy of
our letter of exemption and of the state form verifying it.
I trust you will find this sufficient. If you have any questions, please
contact my office. Thank you.