Restaurant Prime Vendor Cover Letter

Having a prime vendor for your restaurant reduces purchasing time and further reduces the cost of buying your food ingredients. Make use of our Restaurant Prime Vendor Cover Letter in sending out to prospect vendors that you wish to conduct longer business dealings with. Lay down the requirements that vendors must provide and corresponding actions to take in order to be considered for the primary vendor position. Stress less and save on time with drafting a cover letter for prime vendor selection. Act now and don’t let this opportunity go to waste. Begin your download of the cover letter template today!

RESTAURANT PRIME VENDOR COVER LETTER

[DATE]

Dear [RECIPIENT NAME],

The  [RESTAURANT NAME] is planning to implement a Prime Vendor Program and would like to invite your Company to submit a proposal. The  [RESTAURANT NAME]’s Prime Vendor Program we have in mind is a relationship for a year-long non-contractual agreement that can be canceled at any time by either party.

Enclosed in this Letter is the Market Basket Quote Sheet which outlines the specifications and the average weekly usage of [RESTAURANT NAME] principal products. Assuming that your Company was the [RESTAURANT NAME] Prime Vendor and that the [RESTAURANT NAME] purchased the amounts indicated in the Market Basket Quote Sheet, kindly extend each item based on the invoice price we would expect based on the Market Basket Quote Sheet, as of [DATE 1]. Moreover, kindly provide the formula by which you would set the price over the term of our relationship through the Prime Vendor Agreement.

In order to help you calculate the cost to service the [RESTAURANT NAME]’s account, the Prime Vendor Information Sheet which that outlines the parameters that the [RESTAURANT NAME] expects in dealing with the [RESTAURANT NAME]’s Prime Vendor, has been included and attached to this Letter. 

The  [RESTAURANT NAME] expects that your Company’s quotes should represent your best-price bids. There will be no additional negotiation on prices or pricing formulas before the awarding of the Prime Vendor designation.

If it happens that the actual purchases differ from the [RESTAURANT NAME]’s project usage by more than [PERCENTAGE] the [RESTAURANT NAME] expects that the price quotes and formulas would be subject to renegotiation.

Should you be interested in being considered for selection as the [RESTAURANT NAME]’s Prime Vendor, kindly complete the information sheets attached to this Letter and return it no later than the close of business on [DATE 2]. 

In addition to the weekly order quotes, the [RESTAURANT NAME] also expects that your response would also outline the method to be used to audit adherence to the pricing formulas during the term of the Prime Vendor Agreement. The [RESTAURANT NAME] hope to announce its selection by [DATE 3] and initiate the Prime Vendor Program on [DATE 4].

 Should you have any further questions or clarifications, kindly do not hesitate to call the [RESTAURANT NAME] through [PHONE NUMBER].

We will be looking forward to your answer.

Regards,

[YOUR SIGNATURE]

[YOUR NAME]