Supplier Confirmation Letter for the United Kingdom

Supplier Confirmation Letter Template for England and Wales

A Supplier Confirmation Letter is a formal document governed by English and Welsh law that confirms a supplier's commitment to provide specific goods or services under agreed terms and conditions. It serves as a written acknowledgment of the supplier's understanding and acceptance of the commercial arrangement, including pricing, delivery terms, and quality standards. This document forms part of the contractual relationship between parties and can be used as evidence of the agreed terms.

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What is a Supplier Confirmation Letter?

The Supplier Confirmation Letter is commonly used in commercial transactions within England and Wales when formal documentation of supply arrangements is required. It typically follows negotiations or a tender process and precedes the commencement of supply. This document confirms key commercial terms, delivery requirements, and quality standards, providing both parties with clarity and certainty regarding their obligations. The letter serves as evidence of the supplier's commitment and can be particularly important in regulated industries or high-value transactions.

What sections should be included in a Supplier Confirmation Letter?

1. Supplier Details: Full legal name, address, and registration details of the supplier

2. Scope of Supply: Clear description of goods/services to be provided, including quantities and specifications

3. Commercial Terms: Pricing, payment terms, and delivery requirements

4. Duration: Period of supply or delivery timeframes

5. Confirmation Statement: Express confirmation of acceptance of terms and conditions

What sections are optional to include in a Supplier Confirmation Letter?

1. Quality Standards: Specific quality requirements or certifications required for regulated products or services

2. Insurance Requirements: Specific insurance coverage commitments for high-value or high-risk supplies

3. Compliance Statements: Regulatory or industry-specific compliance confirmations for regulated industries

What schedules should be included in a Supplier Confirmation Letter?

1. Pricing Schedule: Detailed breakdown of prices and payment terms

2. Specification Sheet: Technical specifications of goods/services to be supplied

3. Compliance Certificates: Copies of relevant certifications or compliance documents

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

England and Wales

Publisher

Genie AI

Document Type

Confirmation Letter

Sector

Sales

Cost

Free to use
Industries

Supply of Goods and Services Act 1982: Core legislation governing quality standards of goods and services, requirement for reasonable care and skill, and provisions for reasonable time and price in supplier relationships

Consumer Rights Act 2015: Legislation protecting consumer rights including quality standards, fitness for purpose, and consumer protections (relevant if supplier dealing with B2C transactions)

Sale of Goods Act 1979: Fundamental legislation covering title and ownership, description and quality of goods, and delivery terms in sales contracts

Contract Law Fundamentals: Common law principles covering offer and acceptance, consideration, and intention to create legal relations in contract formation

Data Protection Act 2018 and UK GDPR: Legislation governing the handling and protection of personal data in business operations and supplier relationships

Unfair Contract Terms Act 1977: Legislation controlling the reasonableness of contractual terms and limitations of liability in business contracts

Late Payment of Commercial Debts (Interest) Act 1998: Legislation governing payment terms and statutory interest on late payments in commercial transactions

Modern Slavery Act 2015: Legislation requiring businesses to ensure transparency and compliance in supply chains regarding modern slavery and human trafficking

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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