Letter of Exceptions to Purchase Order

Allow me to share with you this Sample Letter of Exceptions to Purchase Order in PDF Format to assist you. There is also a Text Version available for your immediate assistance.

When a company needs to change an order previously placed with a supplier, they write an “exceptions to purchase order” letter. This formal request informs the supplier about the changes made to the order and the new items required. This process is crucial because, without it, the company cannot receive the revised items or make any changes to the original order.

Importance of the Exceptions to Purchase Order

There are various reasons and situations when a company may feel that the previously placed order with a supplier is no longer sufficient and requires modifications. When a supplier begins the process of gathering ordered items and preparing them for shipment, they first need the purchase order to make the delivery formal and official. Once the supplier has the purchase order, they are obligated to deliver all the goods to the buyer unless the buyer wants to make changes to the order.

For example, suppose your company placed an order with a supplier for five reams of A4 paper and three reams of legal-size paper packs. After placing the order, you realize that you only need three reams of A4 paper but require at least four reams of legal-size paper. In this case, you would write exceptions to the purchase order letter to the supplier, requesting the delivery of three reams of A4 paper and four reams of legal-size paper. This demonstrates the importance of promptly notifying the supplier of any changes before the order is delivered.

Once you have received the original order, returning goods and requesting a substitute order can be difficult and costly for both parties. It can also create disputes between the buyer and supplier. Therefore, using exceptions to purchase order letters is beneficial for both parties, ensuring the correct items are delivered and minimizing the risk of misunderstandings or conflicts.

Free Sample Letter of Exceptions to Purchase Order {PDF Form}

Here is a preview of a Free Fillable Letter of Exceptions to Purchase Order to assist you,

Here is the download link for this Letter of Exceptions to Purchase Order,

Useful Tips for Writing the Exceptions to Purchase Order

1. Mention Key Individuals:
   Include the names of the people who discussed and made the original purchase order agreement. This helps provide context and clarity for the supplier.
2. State the Original Order Date:
   Clearly mention the date when the original purchase order was placed with the supplier. This helps the supplier identify the specific order in question.
3. Detail the Changes:
   List the exceptions or changes made to the purchase order. Be specific about the items, quantities, and any other relevant details.
4. Provide Payment Details:
   Include payment details for the changes made to the purchase order. This ensures that the financial aspects are clear and agreed upon.
5. Set Delivery Deadlines:
   Specify the duration or deadline for the delivery of the revised order. Providing a clear timeframe helps manage expectations and timelines.
6. Outline Compensation Terms:
   Mention any compensation or penalties if the supplier fails to deliver the revised order on time. This can help ensure that the supplier prioritizes your order.

Sample Exceptions to Purchase Order Letter {Text}

Here’s a sample template to help you draft an exception to purchase order letter:

[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Supplier’s Name]
[Supplier’s Company Name]
[Supplier’s Address]
[City, State, ZIP Code]

Dear [Supplier’s Name],

Subject: Exceptions to Purchase Order [Order Number]

I hope this letter finds you well. I am writing to inform you of some changes to our purchase order [Order Number], which was placed on [Original Order Date]. After reviewing our current requirements, we have decided to make the following adjustments:

• Original Order: 5 reams of A4 paper Revised Order: 3 reams of A4 paper
• Original Order: 3 reams of legal-size paper Revised Order: 4 reams of legal-size paper

We kindly request that you adjust our order accordingly. Please find the updated payment details enclosed with this letter. We expect the revised order to be delivered by [New Delivery Deadline]. Should there be any delays, we would appreciate your prompt communication and agree on the necessary compensation for the inconvenience.

Thank you for your understanding and cooperation. We look forward to continuing our business relationship and receiving the updated order soon.

Sincerely,

[Your Name]
[Your Position]
[Your Company Name]

By following these tips and using the sample letter, you can effectively communicate your changes to the supplier, ensuring a smooth and efficient revision of your purchase order.