Inability to Fill Purchase Order

COMPANY LETTERHEAD

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

DATE

{{date}}

CUSTOMER/SUPPLIER INFORMATION

{{customer_or_supplier_name}}

{{customer_or_supplier_address}}

Attention: {{contact_person}}

SUBJECT: INABILITY TO FULFILL PURCHASE ORDER NO. {{purchase_order_number}}

Dear {{contact_person}},

We are writing to inform you of an unforeseen difficulty in fulfilling Purchase Order No. {{purchase_order_number}}, dated {{purchase_order_date}}, for the following items/services: {{list_of_items_or_services}}.

REASON FOR INABILITY TO FULFILL

The primary reason for our inability to fulfill this order is: {{detailed_reason_for_inability_to_fulfill}}. This includes, but is not limited to, {{specific_issues_e.g_material_shortage_production_delay_unforeseen_circumstances}}.

We understand the inconvenience this may cause and sincerely apologise for any disruption to your operations.

PROPOSED SOLUTIONS/NEXT STEPS

To mitigate the impact of this situation, we propose the following options:

1. **Partial Fulfillment:** We may be able to fulfill a portion of the order, specifically: {{details_of_partial_fulfillment_if_applicable}}. The remaining items would be subject to {{proposed_resolution_for_remaining_items}}.

2. **Revised Delivery Schedule:** We could potentially fulfill the entire order by a revised date of {{new_proposed_delivery_date}}, pending {{conditions_for_revised_schedule}}.

3. **Alternative Products/Services:** We can offer substitute products/services that meet similar specifications, such as {{details_of_alternative_products_or_services}}.

4. **Order Cancellation:** If none of the above options are suitable, we are prepared to cancel the outstanding portion of the order without penalty and issue a full refund for any pre-payments made for unfulfilled items, amounting to {{refund_amount}} {{currency}}.

Please let us know your preferred course of action by {{response_deadline}} so that we can proceed accordingly.

IMPACT ON PAYMENT/INVOICING

If a pre-payment was made for the unfulfilled portion of the order, a refund will be processed within {{number_of_days}} business days. If the order was on open account, no invoice will be generated for the unfulfilled items.

Any invoices already issued for completed portions of the order remain due as per our agreed terms.

CONTACT INFORMATION

Should you have any questions or require further clarification, please do not hesitate to contact {{contact_person_at_your_company}} at {{contact_phone_number}} or {{contact_email_address}}.

APPRECIATION AND FUTURE BUSINESS

We value your business and trust that this unforeseen circumstance will not adversely affect our future relationship. We are committed to providing you with the best possible service.

SIGNATURE

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}