Drafting a final supply notice for business customers
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A final supply notice should tell a business customer what is changing, which existing arrangements need discussion and where to ask about them. Use confirmed facts and approved dates. Avoid wording that claims every order has ended or every remaining product is available.
Have the appropriate commercial or legal adviser check any proposed statement about contractual notice, cancellation or continuing supply. The example below is a communication draft, not a formal contractual notice.
Confirm the operating rule first
The notice should match the internal order-acceptance rule. Staff need the same answer as customers about new requests, exceptions and work already accepted. Decide who owns the final version and which channels must display it.
Check that any advertised stock availability excludes reserved goods and unresolved commitments. A warehouse quantity is not a promise that every item can be supplied before closure.
Adapt this factual notice
We are preparing to end [the identified supply activity]. Our approved arrangements for new requests are [specific rule and effective date].
If you have an existing order, please use [working contact] with your order reference to confirm its current arrangements. [Add an approved statement about individually discussed orders where appropriate.]
Requests received after [applicable point] will be handled under [accurate referral or acceptance arrangement]. Please do not assume a request has been accepted without the relevant confirmation.
Questions about previous deliveries or outstanding matters should go to [contact and any verified availability]. We will provide the applicable next step for your enquiry.
Remove placeholders before use. If a date or contact is unsettled, resolve it or use accurately approved wording; do not invent a promise to make the notice look finished.
Check what each sentence commits the business to
Read the draft with someone responsible for operations. Ask them to identify the record supporting every date, product claim and contact arrangement. Then check it against these practical questions:
- Does the named activity match what is actually ending?
- Can the business still receive and answer messages through the stated route?
- Are accepted orders distinguished from future requests?
- Could a customer reasonably read the wording as a new supply promise?
- Who can approve corrections after the notice is issued?
For customers with live work, follow the individual-contact sequence. A general notice should not replace an agreed order update. If distributors still hold your products, use the distributor conversation guide to address stock, product information and continuing customer enquiries alongside the notice.
Close the channels that could contradict it
A sales portal, standing release schedule or old catalogue may keep inviting orders after the notice changes. Use the repeat-order check to find those routes and obtain the necessary customer instructions. Disabling a channel alone does not resolve an existing agreement.
Retain the approved notice and where it was used so the future contact can understand a later enquiry. Keep revisions dated.
Share relevant confirmed release dates with UK Auction Group when planning the disposal of stock or equipment. A final supply notice can affect what the business still needs to deliver; the sale scope should follow those decisions.
Sources
This guide is general information and education only. Legal, tax, employment and safety decisions may need a qualified adviser who knows your situation. Read the disclaimer.