When a company feels the need to change an order that was placed earlier with a supplier, they write the exceptions to purchase order letter to the supplier. This is a formal request letter that is sent by the buyer to the supplier in order to inform him about the changes made to the order and the different items that are required by the supplier. This is very important purchase order as without it, the company or buyer can’t receive the items or goods that they require and they can’t make any change to the previously placed order with the supplier.
Importance of the Exceptions to Purchase Order:
There are many reasons and situations when a company feels that the order that was placed earlier with a supplier isn’t good enough anymore and some changes are required to be made to the purchase order before the delivery arrives. When a supplier wants to start the process of gathering ordered items or goods and prepare them for shipment, he first requires the purchase order in order to make the delivery formal and official. Once the purchase order is in hands of the supplier, he is obligated to deliver all the goods to the buyer unless the buyer wants to change some things or items on the purchase order. For example, your company placed an order with a supplier for receiving 5 rims of A4 paper and 3 rims of legal size paper packs. Once you have placed the order, you feel that there is no need to buy 5 rims of A4 paper but you can manage with only 3 rims where on the other hand, it is necessary to have at least 4 rims of legal size papers.
When this happens, you write the exceptions to purchase order to the supplier and ask him to deliver 3 rims of A4 paper and 4 rims of legal size paper. This way you can understand how important it is for a buyer to write this letter or changed purchase order to the supplier before he delivers the order. It is very simple to see that once you have received the order that you placed, it won’t be easy to return the goods and ask for a substitute order to be shipped to the buyer. This can take some money from both parties and it can also create a dispute in between the buyer and supplier. So that is why buyers use the exceptions to purchase order letter and the suppliers always welcome this letter in order to deliver the right order to the buyer.
Some Useful Tips for Writing the Exceptions to Purchase Order:
You need to mention the names of the people who talked before and made the deal of purchase order. Mention the date clearly when the previous purchase order was placed with the supplier. Include the exceptions or changes made to the purchase order. Provide payment details for the changes made to the purchase order. You need to provide the duration or deadline for the delivery of the new purchase order along with the compensation if the supplier fails to deliver on time.
Here is preview of a Free Fillable Letter of Exceptions to Purchase Order to assist you,
Here is download link for this Letter of Exceptions to Purchase Order,