Dear Vatchara,
With reference to our discussions of yesterday, please find my suggestion and draft letter for the Laemthong (cancelled) order:
Please take a close look at the details, as I might have missed some details. (so please change/correct where needed, and fill the missing data such as dates, po number, amount etc)
You lawyer should look at this now and advice you on content and style. My text is European direct language and you might want to use some different wording, more applicable in Thai culture.
However the essence of the letter should be (in my opinion):
- Laemthong ordered meat trolleys and made downpayment
- You execute the order, had it produced and paperwork was ready for import
- Laemthong wishes to cancel for doubtful reasons, however honoured by you in order to keep the relationship
- Ordercancellation will be accepted and confirmed
- You will handle the cancellation with the many facturer and un-do all paperwork
- You will return the down payment without charging a cancellation fee
- You will not compensate for interest
- You will not compensate for price difference in case Laemthong orders at another supplier
so....:
dear mr. .......xxxx,
I refer to my earlier letter (mail...??) dated ....xxx...xxx and your letter dated... xxx...xxx concerning your purchase order PO ...xxx dated... for the meat trolleys.
In the past days I have made several attempts by mail and phone to contact you in order to discuss the issue, however I have not been able to speak to you in person or get a reply on the mails.
You have informed us by letter that you would like to cancel the order for the meat trolleys.
Although the trolleys have been produced and are ready for shipment to your factory we will honour your request in order to settle this issue in our best possible way and confirm the cancellation.
In order to make your purchase order un-done, following action will be taken:
Your downpayment of.....xxxx... will be returned. In order to execute this we kindly ask you to provide us with your banking details such as bank account, number etc. Should we have not received this in the next 5 working days, the amount of the downpayment will be stored on a escrow account for your earliest disposal.
You have asked us also to compensate for the lost interest on the downpayment. In this matter we inform you that the trolleys have been ready for shipment since February of this year waiting for the shipping payment. Secondly, as we will have to settle the cancellation with the manufacturer, get all paperwork re-done, we feel that compensation of interest is not applicable in this case.
Also your comments on a potential liability of our company for a price difference in case of your re-ordering the meat trolleys at a potential higher price at a different supplier is not acceptable for us. We have taken our full responsibility (and cost) for accomodating your wish to cancel the order at our company, thereby making your PO order ....xxx. undone, but we cannot and wil not be part of and/or involved in the potential purchase of replacing meattrolleys at another company/supplier.
We have a long and respectful relationship with your good company and do hope and wish that this will continue for many more years. Therefore we do hope and trust that this issue has been settled now and we can look forward to a continuing succesful business relationship
yours sincerily