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Regret Letter to Customer for Not Accepting Purchase Order

A supplier may not be able to accept the purchase order issued by its customer in order to supply some goods/ products, if the supplier is no more manufacturing or trading the products desired by the customer.

regret letter to customer for not accepting purchase order
In such a case, the supplier can intimate the customer saying that they will not be able to process the purchase order.

Otherwise, the supplier may inform that the product is no more available and suggest the supply of an alternative product with similar features, which is available and currently being marketed by the supplier.

Here is a sample of regret letter to customer for not accepting purchase order.


Ref: _________
Date: ________

(Name of the Customer)
(Communication Address)
(Telephone Number)

Sub.: Your purchase order no. _________ dated _________.

Dear Sir/Madam,

We have received your purchase order for supply of (Product Description). We thank you for choosing us for supplying the product.

However, we regret to inform you that the aforementioned product has been discontinued and hence, it is no longer available with us. Therefore, we are unable to process your purchase order at this point of time.

We would like to take this opportunity to recommend you an alternate product with similar yet improved features as follows:
(Add the detailed product description here - name, brand, company, features, price, etc.).

We have been getting good feedback from our customers, who have also started using it very recently.

We are enclosing herewith a brochure of the said new product for your kind information and perusal.

If you find this product suitable for your business needs, you may provide us with a revised purchase order. We will process it at the earliest.

Again, sorry for the inconvenience this may have caused you.

Thanking you,
Yours faithfully,
For (Name of the Organisation),

(Name of the Officer)

Encl.: As above