How to Stop Unauthorized Sales Deals: Seeking Advice on Drafting Letters to Suppliers and Employees

Dear Seniors, some sales employees exchange or pick up goods from suppliers on behalf of the company and sell these products in the market without the knowledge of the CNF team. Please help in drafting a letter to the supplier to avoid any direct delivery by order of the employee.

Similarly, a similar letter needs to be issued to sales employees to avoid direct contact with the supplier for delivery. Please assist!

Regards

Dear Santosh,

In your company, if a few salespersons bypass the company authorities and make a direct deal with the dealers, it is a breach of discipline that must be dealt with sternly. However, if you wish to curb direct dealings between the two, you need to create a Standard Operating Procedure (SOP) for the salespersons. Any violation of the SOP could invite strict disciplinary action. In fact, inserting this clause in the appointment letter of the salesperson would be beneficial.

Just sending a letter is not sufficient. Secondly, if you wish to ensure that the dealers do not engage in deals with the salespersons, you need to include this clause in the contract agreement.

Either way, to provide the drafts, one has to study the systems and processes of your organization. We, the members of this forum, are outsiders and do not know the internal dynamics of your company. The issue needs to be examined from all angles. It would be advisable to hire a consultant for this task.

Thanks,

Dinesh Divekar