Letter to Supplier for finalizing the Price and Contract for long term supply

Sir, I have started a Tea Powder Trading company. I have visited several suppliers and finalized one supplier for getting the product. Meanwhile, the company's GM is asking me to write a letter to their Director for deciding the final price and contract. Could someone please send me an letter format ASAP.

Dear friend,
What company's GM should have told you is to submit the Request for Quotation (RFQ) and not the letter. In response to your RFQ, suppliers needs to send the quotation. On selection of the right supplier, you need to issue them the Purchase Order (PO). Terms and conditions of the business transaction may be attached as Appendix to the PO.
Thanks,
Dinesh Divekar