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Ten "Commandments" for Writing Better Letters

All Purpose Letter Writing Outline

Tips For Using This Book

Table of Contents

Chapter 1
Letters to Members of All Ages

Chapter 2
Letters to Other Members

Chapter 3
Letters to Nonmembers

Chapter 4
Letters to Church Staff

Chapter 5
Letters to the Community

Chapter 6
Letters to the Media

Chapter 7
Letters to Vendors

Chapter 8
Letters for Special Occasions

Chapter 9
Letters of Acceptance, Confirmation, Invitations, & Refusal

Chapter 10
Letters to Raise Funds

Chapter 11
Letters to Colleagues

Chapter 12
Letters of Policy & Doctrine

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Chapter 7 Letters to Vendors

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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 firm.

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 the company.

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 rectify matters.

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 use.

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 purchased.

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 when.

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 you.

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.

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