Commercial correspondence outward.
WHAT TO BE CLEAR ABOUT
What you need By when What you will pay What happens if it is late
WHAT TO PUT IN AN ORDER
Specification, precisely Quantity Price agreed Delivery date and location Payment terms Reference numbers
WHY PRECISION MATTERS
Ambiguity is resolved in the supplier's favour.
WHAT TO CONFIRM IN WRITING
Anything agreed verbally.
WHAT TO DO ABOUT QUOTATIONS
Accept in writing, referencing the quotation number.
WHAT TO DO ABOUT CHANGES
Agree them in writing before work proceeds.
WHAT TO AVOID
Instructing changes informally Assuming an understanding is shared
WHAT TO DO WHEN SOMETHING IS WRONG
State the facts and what you require.
WHAT TO AVOID
Threats Withholding payment without explanation
WHY
It escalates and damages a relationship you may need.
WHAT TO DO ABOUT REPEATED PROBLEMS
Raise them formally, with a record.
WHAT TO KEEP
Every order, confirmation and correspondence.
WHY
Disputes are resolved on records.
WHAT TO ESTABLISH AT THE START OF A RELATIONSHIP
Who communicates with whom, and how.
WHAT TO DO ABOUT ENDING ONE
Give the notice agreed, in writing, courteously.
WHY COURTEOUSLY
Suppliers talk, and you may return.
