VIMCOE Template: Vendor Welcome Letter

Below is a sample Welcome Letter for a new vendor. You can download a template of this letter by clicking here.

CONTACT NAME
VENDOR NAME
ADDRESS
CITY, ST ZIP

DATE
Dear [VENDOR COMPANY NAME],
Welcome to [YOUR (Buyer) ORGANIZATION NAME]’s vendor roster. We look forward to working with [VENDOR COMPANY NAME]. This letter details important steps to take so that we may pay you timely.
First, to facilitate onboarding, please complete and submit the New Vendor Registration Form here [LINK / enclosed]. We must receive this information before we can make payments.
Next, to ensure the timely processing of your invoices and disbursement of payments, on all invoices please include the following:
 Your Vendor Number (INSERT VENDOR ID # HERE)
 A [YOUR (Buyer) ORGANIZATION] contact name or cost center
 Send Invoices to:
[YOUR COMPANY NAME]
[CONTACT NAME]
[COMPANY ADDRESS]
[CITY, ST ZIP]
[OR provide Electronic Invoice Link:] ____________

 Please allow two days from the payment date for receipt of electronic funds.

Should you have any questions concerning our accounts payable process or any other payables-related questions, please contact the Accounts Payable team via email at [Add Your Email Address] or by phone at [Your Phone Number (optional)].
Thank you for your assistance. We look forward to a successful working relationship.
Sincerely,

Your Company Name
Your Company Address
Your Company Email Address
Your Company Phone (Optional)
Your Company Fax (Optional)

[Enclosures]