48. Letter to Resolve a Dispute with a Vendor

Komal Singh
Purchasing Manager
Aroma Foods Pvt. Ltd.
Industrial Area, Phase II
Chandigarh, 160002
Email: komal.singh@aromafoods.co.in
Phone: +91 172 2908 3300

May 9, 2024

Mr. Rajat Malik
Owner
FreshProduce Suppliers Pvt. Ltd.
Sector 20, Panchkula
Haryana, 134116

Dear Mr. Malik,
I hope this letter finds you well. I am writing to you in my capacity as the Purchasing Manager at Aroma Foods Pvt. Ltd., regarding a matter that has recently come to our attention and necessitates our immediate joint attention for resolution.
As you are aware, our companies have enjoyed a fruitful and mutually beneficial partnership over the years, with FreshProduce Suppliers Pvt. Ltd. being one of our key vendors for high-quality ingredients essential to our product line. It is in the spirit of maintaining and strengthening this relationship that I wish to address a dispute concerning the last shipment we received from your company on April 25, 2024.
Upon inspection, we found that a significant portion of the produce did not meet the quality standards as per our agreement, specifically regarding the freshness and quality of the vegetables supplied. This issue has not only affected our production schedule but also poses a risk to the high standards we uphold for our products and to the satisfaction of our customers.
I understand that discrepancies can occur, and I believe that open communication and cooperation are key to resolving such matters effectively. Therefore, I propose the following steps to address the current dispute and prevent similar issues in the future:
1. Immediate Inspection: We request that a representative from FreshProduce Suppliers Pvt. Ltd. visit our facility at the earliest convenience to inspect the disputed goods and assess the situation firsthand.
2. Replacement or Credit: Depending on the outcome of the inspection, we seek an agreement on replacing the unsatisfactory goods or receiving a credit note towards our next purchase.
3. Quality Assurance Measures: We would appreciate a discussion on the measures your company can implement to ensure the consistent quality of future shipments.
We value the relationship with FreshProduce Suppliers Pvt. Ltd. and are confident in our ability to resolve this matter in a manner that is fair and satisfactory for both parties. Our aim is to continue our partnership with strengthened trust and collaboration.
Please let me know your availability for a meeting or a call to discuss this matter further. Your prompt attention to this issue would be greatly appreciated.
Thank you for your understanding and cooperation. I look forward to your response and to finding a positive resolution.
Warm regards,

Komal Singh
Purchasing Manager
Aroma Foods Pvt. Ltd.