Charge Back Application of Discount on Delayed Shipment

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date

{{date}}

Supplier Information

Supplier Name: {{supplier_name}}

Supplier Address: {{supplier_address}}

Supplier Contact Person: {{supplier_contact_person}}

Supplier Phone: {{supplier_phone}}

Supplier Email: {{supplier_email}}

Subject

Charge Back Application for Discount on Delayed Shipment - Order No. {{order_number}}

Dear {{supplier_contact_person}} or Sir/Madam,

This serves as a formal application for a charge back / discount related to a delayed shipment pertaining to our Order No. {{order_number}}.

Order Details

Original Order Number: {{order_number}}

Order Date: {{order_date}}

Description of Goods/Services: {{description_of_goods_services}}

Agreed Delivery Date: {{agreed_delivery_date}}

Actual Delivery Date: {{actual_delivery_date}}

Number of Days Delayed: {{number_of_days_delayed}}

Reason for Charge Back/Discount Application

As per our terms and conditions (or purchase agreement dated {{agreement_date}}), a penalty or discount is applicable for delays in shipment. The delay in question has resulted in [{{specify_impact_of_delay_e_g_production_delays_lost_sales_additional_costs}}].

We refer to Clause {{relevant_clause_number}} of our agreement/purchase order which stipulates [{{quote_relevant_clause_on_delays_penalties}}].

Requested Charge Back / Discount

Based on the aforementioned delay and the terms of our agreement, we are requesting a charge back / discount of {{discount_percentage}}% on the total order value, amounting to {{currency}} {{discount_amount}}.

Alternatively, we propose a mutually agreeable resolution of {{currency}} {{proposed_resolution_amount}}.

Proposed Settlement

We request that this amount be deducted from the outstanding invoice {{invoice_number}} or be issued as a credit note.

Kindly acknowledge receipt of this application and confirm the adjustment within {{number_of_days}} business days from the date of this letter.

Contact Information

Should you require any further information or clarification, please do not hesitate to contact {{your_name}} at {{your_phone_number}} or {{your_email_address}}.

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}