Purchase Order Cancellation Letter Format in Word

EMAIL TO SUPPLIER / VENDOR FOR WRONG MATERIAL / ITEMS SHIPPED: CANCEL ORDER WITH WARNINIG

[DATE, ex. Wednesday, June 11, 2015]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I’m afraid there has been a slight error on our shipment.

Instead of [REQUESTED PROCUTS, ex. 100 sheets of 8x5 drywall], we received a shipment on [DATE, ex. Wednesday] of [SHIPMENT, ex. 50 sheets of 8x10 drywall].  Enclosed, pleased find [SUPPORTING DOCUMENT ENCLOSURES, ex. a copy of our P.O. #153234] confirming our order.  Please check your records to determine whether I am mistaken.

Unfortunately, I must request that our order be canceled.  [STATE REASON(S), ex. The time required to re-ship our order will significantly delay our schedule.  Accordingly, we have arranged for our painters to provide the drywall through their suppliers.] [STATE WHAT WILL OR HAS BEEN DONE WITH CURRENT SHIPMENT, ex. Your trucks have taken the original shipment back to your premises.]

I regret that we were unable to complete the order.  As I am certain this is an isolated incident, however, I look forward to continued business with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]