Write a clear letter to your wholesaler or symbol group about price changes, minimum orders or delivery

ACS's summary of its 2022 focus group lists wholesale product costs rising on a frequent and unpredictable basis, and one retailer says the business is spending time making sure it is getting enough margin on each product line. If a price change, a short delivery or a minimum order is costing you money, a letter that is factual, specific and polite is more likely to be read and answered than a phone call in a busy shift. AI can turn your invoices and notes into that letter and a call script. It does not know what your supply or symbol-group agreement says and must not say whether a supplier has broken it, whether a price rise is allowed, or what you are owed.

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Steps

1. Pull the facts out of your own invoices and delivery notes: dates, product lines, what was ordered, what arrived and the price change you are asking about. Keep the paperwork next to you; the letter will only refer to it.
2. Decide in one sentence what you are asking for: a price review, a different minimum order, a delivery on another day, a credit for a short delivery or a named contact.
3. Paste the facts and the request into the prompt. Leave out any supplier's confidential terms you are not free to share, and do not paste other people's personal details.
4. Check every date and figure in the draft against the invoice. Strike any sentence that says what the agreement means or what the supplier must do.
5. If you are in a symbol-group or franchise agreement, read the relevant clause yourself or have a solicitor or your trade body read it before you cite it.
6. Send it yourself to the named contact, keep a copy with the invoices, and note a date to chase.

The exact prompt

I own an independent convenience store in the UK. Using ONLY my notes below, write a short, polite, factual letter to my wholesaler or symbol group, and a 60-word phone script.
You must NOT say what my agreement or any law means, whether the supplier has broken a contract, whether a price rise is allowed or fair, or what I am owed. Do not compare them with any other supplier or claim other suppliers charge less. Use only the figures and dates I give; if one is missing, leave a blank in square brackets.
What I am writing about (price change, minimum order, delivery day, short or damaged delivery): [text].
The facts from my invoices and delivery notes, with dates and amounts: [text].
What I am asking for, in one sentence: [text].
Who I am writing to and how I would like the reply: [text].
Produce: (1) a letter of no more than 180 words with a clear subject line; (2) a phone script of no more than 60 words; (3) a list of anything in my notes that sounds like a legal claim, which I must remove or check with a solicitor or my trade body before sending.