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Sample Warning Letter to Contractor

Sample Warning Letter to Contractor

The sample of a warning letter to a contractor given in this article will give you an idea of what it entails and how you can go about writing one for yours. It is very simple and can be modified to suit your needs.
Sujata Iyer
When we employ people to provide us with a particular service, the least we expect from them is to provide the service to us to the best of their abilities. A few instances here and there of a shortcoming can be overlooked once in a while. It is when this behavior becomes a habit and when the very service that is meant to be provided gets severely affected, that we finally decide to serve a notice to the concerned party. Whether it is a personal contract or a commercial one, the importance of customer service and satisfaction cannot be compromised. Hence arises the need to send out a warning letter to your contractor, reminding him that he is legally bound to serve you in the manner that is expected of him. This Penlighten article will give you two such samples that you can refer to while drafting one to send your contractor, for whatever reason. Have a look and see how you can make changes in it to suit what you need to warn your contractor about.

Writing a Warning Letter to your Contractor

The basics of writing a warning letter include:
  • Using simple language.
  • Getting your point across in a diplomatic, yet strong manner.
  • Ensuring that the reader does not get offended, but takes the warning seriously and improves on his shortcoming.
In this segment, we have for you two very easy to read and understand samples that can be sent to contractors. The first one deals with a residential building contractor and the second one is about a commercial contract between a company and its stationery supplier. Both have been written in simple language. You may tweak either of them to suit your requirements and use these just as a base for your own letter.

Sample #1
Name of Sender
Address of Sender

Name of Contractor,
Address of Contractor.

SUB: Letter of warning for poor service provided by subordinates

Mr.(name of contractor)

We, the residents of (name of housing complex) have collectively decided to write to you regarding the poor service that has been provided to us (and continues to be provided to us) by the various handymen appointed for care-taking at our housing complex. This has occurred on a repetitive basis and hence we have felt the need to give you a formal warning. In the paragraphs below, you will get details of the reasons for this letter.
  • The plumber refused to arrive immediately when summoned to repair a faucet that began to leak furiously. He arrived almost half an hour after we telephoned him. This led to a lot of water wastage.
  • The doorman appointed looks least interested in people entering the building. This led to a robbery in apartment no. 801 as you are already aware of. Security is taken very lightly and on more than one occasion, people have been let in without residents buzzing them in.
  • The electrician provided to us by your company has been on a 'vacation' since the past month. When inquired about at your office, we were told that no more electricians were available.
As you can see, it is not a one off incident that has provoked us to write to you. It is the constant lethargic approach to work and unacceptable behavior of these handymen that has led us to take this step.

We serve this as a warning to you and your men. If this behavior continues, we will be compelled to look for another able contractor agency.

(signatures of all residents of the housing complex)

Sample #2
05th June, 2011
John Clark
Clark Industries
XYZ Street,
Near JKL Mall,
Zip Code: 456456

Mr. Sean Parker,
Address of Contractor.

SUB: Letter of warning for inferior quality goods provided

Mr. Sean Parker,

Consider this letter a warning regarding the quality of the products that you have been contracted to supply to Clark industries. It has been seen that there are quite a few defects in the stationery items that your company provides us with. Details have been mentioned below.

The goods are always received 2 or 3 days after their scheduled day and date of arrival. Additionally, there have been more than 2 occasions on which the goods have not only been opened before arrival, but also damaged. These include two boxes of printer paper that were opened, which resulted in water seepage through them, rendering them unusable for printers. A lot of writing instruments like pens, pencils, markers, etc. too are of inferior quality and do not last even more than a few weeks.

Taking the recurrence of such instances into consideration, I have been prompted to write to you on behalf of my entire staff. They are highly annoyed by the constant need to change their stationery and this has led to a somewhat tense atmosphere within the office. This letter is to warn you that should such inferior goods be delivered even once again, we will end our contract with your company (as stated in clause B of our agreement) and seek another contractor for our stationery requirements.

John Clark.

These samples will have given you a fair idea of how to go about your own warning letter. You may send more than a single warning, increasing the level of pressure in the tone if you are not satisfied with the results, or if previous warning letters do not elicit any response.