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It is important to make note when a customer's purchase order is unacceptable and this letter makes it as easy as possible for the customer to understand and accept your terms and conditions of sale.
- Sales personnel are happy to accept most purchase orders. However, if one or more of the terms and/or conditions listed on a customer's P.O. is unacceptable to you, the shipment should be held until a correction in writing is received from the customer. As a practical matter, to save time the customer can be asked to email a copy of their correction/acknowledgment to your firm.
- There is always the chance that you might lose business if changes are requested to a customer's purchase order. However, the purpose of credit policies is to protect profits. If you are unable to collect and must give away part of your profits to obtain business, it may me a decision best made by senior management. Generally, credit terms and approval to override credit terms is a decision that should be made by senior management.
- This letter makes it as easy as possible for the customer to understand and accept your terms and conditions of sale.
- This particular letter details that changes need to be made on terms, including when the title passes. You can swap out whatever conditions need to be changed in your unique situation.
- A copy of the letter should be sent to the salesperson so they can follow up quickly with the customer to try to explain your policies.
- The letter itself can be copied and sent digitally via email to save time.
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