Agency Correspondence 

Application for Sole Agency

Specimen 1

Dear Sir/Madam,

We wish to apply for the sole agency of your electrical appliances for the Gujarat region. Our firm, Pandya Trading Co., has been dealing in consumer durable goods for the past twelve years and has built a strong distribution network across major cities and towns.

We have a team of experienced sales representatives and well-established contacts with retailers and wholesalers. We are confident that we can significantly increase the sales of your products in this region.

Kindly send us your terms and conditions for sole agency at your earliest convenience.

Thank you for your consideration.

Yours faithfully,
Neela Pandya
Pandya Trading Co.

Specimen 2

Dear Sir,

We have learned that you are looking to appoint a sole selling agent for your range of packaged food products. We are interested in representing your company in the Maharashtra market.

Our company has over ten years of experience in the distribution of food items and maintains a wide network of dealers. We also have adequate storage and transport facilities to handle large consignments.

Please let us know your agency terms, commission structure, and sales targets.

We look forward to a positive response.

Yours sincerely,
Neela Pandya
Pandya Distributors

2. Appointment of an Agent

Specimen 1

Dear Ms. Pandya,

With reference to your application dated 2 February 2026, we are pleased to appoint you as our sole selling agent for our cosmetic products in Gujarat.

Your commission will be 10% on net sales. You are expected to achieve a minimum quarterly target as discussed. Detailed terms and conditions are attached with this email.

We hope this association will be mutually beneficial and long-lasting.

Yours faithfully,
Neela Pandya
Sales Manager

Specimen 2

Dear Ms. Pandya,

Thank you for your interest in our products. We are glad to confirm your appointment as our authorized agent for the Pune region.

You will be entitled to a commission of 8% on all confirmed sales. This agreement will remain valid for one year and may be renewed based on performance.

We wish you success in promoting our products.

Best regards,
Neela Pandya
Regional Sales Head

3. Reprimanding an Agent for Decline in Sales

Specimen 1

Dear Ms. Pandya,

We regret to note a steady decline in the sales of our products in your area over the last three months. This performance is considerably below the target agreed upon in our contract.

We request you to review the situation and inform us of the reasons for this decline. Immediate steps should be taken to improve the sales figures.

We look forward to your prompt response.

Yours sincerely,
Neela Pandya
Sales Director

Specimen 2

Dear Ms. Pandya,

Our recent sales report shows that your region has recorded a significant drop in sales compared to the previous quarter. This trend is a matter of serious concern.

Please let us know the difficulties you are facing and the measures you propose to take for improvement. We expect a detailed explanation within a week.

Thank you for your cooperation.

Yours faithfully,
Neela Pandya
Marketing Manager

4. Explanation for Decline in Sales

Specimen 1

Dear Sir,

We acknowledge receipt of your email regarding the fall in sales and wish to explain the reasons. There has been stiff competition in the market due to the entry of two new brands offering heavy discounts.

In addition, transportation delays last month affected timely supply to retailers. We have now resolved these issues and started a new promotional campaign to boost sales.

We assure you that sales figures will improve in the coming months.

Yours faithfully,
Neela Pandya
Pandya Trading Co.

Specimen 2

Dear Sir,

Thank you for bringing the matter of declining sales to our notice. The slowdown was mainly due to a general market recession and reduced customer demand during the festive off-season.

We have already appointed two additional sales representatives and increased local advertising efforts. We are confident these steps will lead to better performance soon.

We value our association and remain committed to achieving the targets.

Yours sincerely,
Neela Pandya
Sales Agent

5. Appreciating an Agent’s Performance

Specimen 1

Dear Ms. Pandya,

We are pleased to inform you that you have exceeded your sales target by 25% this quarter. Your dedication and hard work have contributed greatly to the growth of our company.

We sincerely appreciate your efforts and hope you will continue the same level of performance in the future.

Keep up the excellent work.

Warm regards,
Neela Pandya
Sales Director

Specimen 2

Dear Ms. Pandya,

Your sales performance over the past six months has been truly impressive. You have successfully expanded our customer base and strengthened our market presence in your region.

We congratulate you on your achievement and thank you for your commitment to our brand.

We look forward to even greater success together.

Best wishes,
Neela Pandya
Marketing Head

6. Surrendering an Agency

Specimen 1

Dear Sir,

We regret to inform you that due to financial constraints and increasing operational costs, we wish to surrender the agency of your products with effect from 31 March 2026.

We are grateful for the cooperation and support extended to us during our association. We will ensure a smooth handover of all pending orders and accounts.

Thank you for your understanding.

Yours faithfully,
Neela Pandya
Pandya Trading Co.

Specimen 2

Dear Sir,

After careful consideration, we have decided to surrender your agency as we are restructuring our business operations. This decision has not been easy, as we have valued our long association.

We will complete all current commitments and assist in the transition process. Please let us know the formalities to be completed.

Thank you for your continued support.

Yours sincerely,
Neela Pandya
Authorized Agent

7. Terminating an Agency

Specimen 1

Dear Ms. Pandya,

We regret to inform you that we are terminating your agency with effect from 30 April 2026. This decision has been taken due to your continued inability to meet the agreed sales targets.

As per the terms of our agreement, kindly settle all outstanding accounts within 15 days. Please also return all promotional materials belonging to our company.

We thank you for your past services and wish you well in your future endeavors.

Yours faithfully,
Neela Pandya
Sales Director

Specimen 2

Dear Ms. Pandya,

This is to formally notify you that your agency for our products stands terminated from 1 May 2026. This action is in accordance with Clause 8 of our agreement.

You are requested to stop accepting new orders immediately and to send a final sales report by the end of this month.

We appreciate your cooperation in closing this matter smoothly.

Sincerely,
Neela Pandya
Regional Manager