Sample Vendor Termination Letter Format

Sample Vendor Termination Letter Format

[Here briefly describe on Sample Vendor Termination Letter Format. This kind of letter is written to a vendor, supplying goods, for terminating any contract with him/her because of any kind of discrepancies in the supply of the goods such as delayed for irregular supplies and may be many other reasons. You can make changes as per your requirements.]


Sender/Your name…

Company/Business name and address…

Date: DD/MM/YY (date of the writing of the letter)


Receiver/Vendor name…

Business Name and Address…

Subject: Termination of vendor contract

Dear (Name and salutation of the receiver),

You have been a vendor for our company for the last one/two years (More/less) and we had a contract of three years (More/less) of your service. (Describe in your words). But since you are unable to provide us our requirements in proper time, our company is getting lagged in many respects. (Describe actual cause and situation). Even the quality of your supplies have also depleted to a huge extent since the last few months, we have been observing. (Explain all about the situation).

Since we are receiving a massive amount of customer dissatisfaction reviews leading to major losses to our company, we’d like to end up this contract with you on the upcoming (date of the termination). (Describe company authority decision and regarding policy). We need a much more efficient supplier, which you couldn’t meet up to. You are requested to co-operate with us to the fullest for settling up all the financial dues as early as possible. (Describe your suggestion and requirements).

Thanking you,

Yours sincerely,

Name and signature…


Another Format, [Email Format]

To: Receiver Mail Address,

From: Sender mail Address,

Sub: Termination of your Vendor Contract for the supply of water (Product or service type).

Dear (name),

We would like to inform you that our contract with you mentioned above in “Ref” for the supply of bottled mineral water stands terminated owing to delayed and irregular supplies by your establishment. 9Describe in your words). Our whole business process is suffering due to this reason. (Describe actual cause and situation).

The vendor contract comes to closure from (Date: DD/MM/YY) onwards. (Describe company authority decision and regarding policy). We request you to co-ordinate with the bill settlements, if any, with us, within (date). (Describe your suggestion and requirements).

Thanking you.

Yours truly,


Job Designation…