How to Write a Vendor Acceptance Letter

This letter simply states the acceptance by one company of another company as its vendor. The accepted vendor can be a supplier of certain goods and services that are required by the company. Once a company looking for vendor is satisfied by the products and services that vendor is offering and the market repute of the vendor, it is formally required to send a letter of acceptance. It is important for the letter to be written in a professional way. Following steps will guide you on writing Vendor Acceptance Letter.

Instructions

1

Sender’s Information

It must be provided at the top left corner of the page in the below given pattern:

[Sender’s Name]
[Sender’s Street Address]
[City, STREET & ZIP Code]
2

Date

This is mentioned after single line space from the above information according to DD/MM/YYYY format.
3

Recipient’s Information

Here the name and other necessary information is provided about the representative of the receiving company as given below.

[Recipient Name]
[Title]
[Company Name]
[Street Address]
[City, STREET & ZIP Code]
4

Subject

This has to be written as BOLD & UNDERLINED and should convey the message of what the letter is all about.
5

Salutation

Address the sender by his/her last name as Dear Mr. /Ms. /Mrs. If the name is not known then it is better to mention TO WHOM IT MAY CONCERN.
6

The main content

The main content of this letter is just composed of a few lines instead of mere paragraphs. The purpose is just to notify the recipient that his/her company has been chosen as a vendor along with any necessary instruction.
7

Conclusion

The letter ends up with a simple courteous statement.
8

Valediction

Write an appropriate valediction right after the concluding statement, i.e. Your's Sincerely.
9

Signature

The sender signs the letter right after and exactly below the valediction.
10

Name

The sender is supposed to mention his/her name again after the signature along with designation and company’s name.
11

Sample of Vendor Acceptance Letter

Michael William
Executive Director
TBC Marketing Group
200 Lincoln Ave
Salinas, CA 93901

Date: 23-06-2012

John Edwards
Chief Executive
Ready Made Suppliers
65 West Alisal St., # 101
Salinas, CA 93901

Subject: ACCEPTANCE AS NEW VENDOR

Dear Mr. Edwards,

We are pleased to inform you that we have chosen your company M/S Ready Made Suppliers as our new vendors for the upcoming project. You shall now be working with us till our new project comes to end which is expected sometime by the end of next year.

You are requested to submit complete profile of your company to our head office no later than July 1, 2012. Upon receiving the work, order you will be expected to deliver the required goods on regular basis. Be informed that a prolonged delay in supplying goods may lead to termination of your contract on immediate basis.

We look forward to work with you in the long term.

Yours Faithfully,

Michael William
Executive Director
TBC Marketing Group
12

Template of Vendor Acceptance Letter

[Sender’s Name]
[Sender’s Street Address]
[City, STREET & ZIP Code]

Date: __/__/____

[Recipient Name]
[Title]
[Company Name]
[Street Address]
[City, STREET & ZIP Code]

Subject: (BOLD & UNDERLINED)

Dear Mr. /Ms. /Mrs. (LAST NAME),

OR

TO WHOM IT MAY CONCERN

We are pleased to inform you that we have chosen you for _________________. You shall now be working with us as ______________.

You are requested to submit ___________________ latest by ______________ in order to proceed. Please, be informed that _____________ may cause an immediate termination of this contract.

We are looking forward to work with you in long term.

Yours Sincerely,
(Signature)
(Name)
(Title)
(Name of the Company)