The Supplier Confirmation Letter is a crucial business document used to formalize supply relationships in Indonesia. It serves as an intermediate step between informal purchase orders and full supply agreements, providing a clear record of agreed terms while maintaining flexibility. This document type is particularly useful when establishing new supplier relationships or updating terms with existing suppliers, and typically includes key commercial terms, delivery conditions, and quality requirements. The letter, while concise, creates binding obligations under Indonesian law and should comply with the Indonesian Civil Code (KUHPerdata) and relevant commercial regulations. Companies often use a Supplier Confirmation Letter when they need to quickly document supply arrangements while maintaining the option to develop more comprehensive agreements later.
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1. Letter Header: Company letterhead, date, reference number, and recipient details
2. Subject Line: Clear identification of the letter's purpose as a Supplier Confirmation
3. Opening Statement: Reference to prior discussions/negotiations and purpose of the letter
4. Supplier Details: Full legal name, registration number, and address of the supplier
5. Scope of Supply: Clear description of products/services to be supplied
6. Commercial Terms: Key terms including pricing, payment terms, and delivery conditions
7. Duration: Period of validity for the supply arrangement
8. Confirmation Statement: Explicit statement of supplier's commitment to the terms
9. Closing and Signature: Formal closing, signatory details, and space for signature
1. Quality Standards: Specific quality requirements and certifications - include when dealing with regulated products or industries
2. Compliance Statement: Declaration of compliance with specific regulations - include for regulated industries
3. Insurance Coverage: Details of insurance maintained by supplier - include for high-value or high-risk supplies
4. Confidentiality Clause: Basic confidentiality terms - include when sharing sensitive information
5. Force Majeure: Basic force majeure provisions - include for critical supply relationships
6. Dispute Resolution: Simple dispute resolution process - include for international or high-value relationships
1. Product Specifications: Detailed technical specifications of products to be supplied - attach for technical products
2. Price List: Detailed pricing structure including any volume discounts or special terms
3. Delivery Schedule: Specific delivery timeframes and locations if complex or multiple
4. Quality Certificates: Copies of relevant quality certifications or compliance documents
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Technology
Construction
Food and Beverage
Pharmaceuticals
Automotive
Electronics
Textiles
Agriculture
Mining
Energy
Logistics
Healthcare
Relevant Teams
Procurement
Supply Chain
Operations
Legal
Commercial
Vendor Management
Sourcing
Materials Management
Contract Administration
Purchasing
Relevant Roles
Procurement Manager
Supply Chain Manager
Purchasing Director
Vendor Management Specialist
Operations Manager
Commercial Director
Legal Counsel
Contract Administrator
Category Manager
Sourcing Manager
Materials Manager
Chief Procurement Officer
Supply Chain Director
Purchasing Officer
Vendor Relationship Manager
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