[DATE, ex. Monday, March 31, 2008]

[NAME, COMPANY AND ADDRESS, ex.
Link Building
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. Link Building],

I have just received your shipment of [PRODUCT(S), ex. 100 sheets of 8x5 drywall], which we ordered on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed).  Since I know of your reputation for quality, I was surprised to find that [STATE NATURE OF BAD QUALITY, ex. a good portion of the shipment was cracked].  [STATE WHAT WILL OR HAS BEEN DONE WITH CURRENT SHIPMENT, ex. Your trucks have taken the original shipment back to your premises.]

Unfortunately, I will have to request that the order be canceled.  [STATE REASON, ex. The time required to re-ship the order will significantly delay our schedule.  Accordingly, we have arranged for our painters to provide the drywall through their suppliers.]

I regret that we were unable to complete the order.  As I am certain this is an isolated incident, however, I look forward to continued business with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]