Warn a Distributor Under Your Supervision • Letter Templates and Guides

How to write this letter:

1Review the conditions and requirements for being a distributor.
2Supply the details of the problem in question, and explain the consequences if the distributor does not resolve it.
3Close with a positive statement of hope and confidence.


When this letter becomes necessary, it is important that you express your concerns in concise, specific, and polite language. Explain what your expectations are and how the distributor is not meeting them. Avoid condescending comments or expressions that may be taken as personal insults.

Example Letter #1


You may recall that our distributor agreement states in Section A (2), that to qualify as a distributor you must maintain an average of at least 50 cases of tennis balls in stock. A review of your last four months' orders shows that you are averaging only 35 cases. There may be some reason for this, including a simple misunderstanding of the terms of our agreement. However, in order to keep your distributorship, you must increase your stock to 50 cases this month.

I hope you are able to comply. I have enclosed an order form for your convenience. If there is any problem, please let me know. Doe Corporation does not want to lose you as a distributor.

Example Letter #2


I enjoyed our discussion in January about increasing the circulation of our text from 200 to 250 upper division institutions. As I understand it, circulation remains constant at 200. I feel six months is ample time to engage 50 more universities or junior colleges. If you wish to continue your current contract, please send me a list of 50 additional upper division institutions that will use the text. I need the information by the end of July. Thank you for your quick response.

Example Letter #3


In order to maintain the terms of our contract, you must sell a minimum of forty cosmetic items a month. Your charts indicate that you sold fifteen items in March and twelve in April. Obviously, this is well below the agreed contract terms. If you are unable to raise your sales, we will terminate your contract.

Please respond immediately by increasing your sales this month!

Example Letter #4


As you realize, the terms of your contract indicate that every six months you must locate one major vendor with the ability to sell 1,000 units within five months. You have not complied with these terms for the past year. As a result, you position as a distributor is in jeopardy. Locate a vendor within three months or we will have no choice but to regard your inaction as a breach of contract. We sincerely hope you are able to resolve this matter speedily and successfully.

Write Your Letter Step-by-Step


Review the conditions and requirements for being a distributor.

Example Sentences for Step 1

Example Phrases for Step 1


Supply the details of the problem in question, and explain the consequences if the distributor does not resolve it.

Example Sentences for Step 2

Example Phrases for Step 2