Distributor Appointment Letter Samples: 16 Templates

Establishing a strong distribution network is crucial for business growth. A well-drafted appointment letter is the first step in formalizing your relationship with your distributors, outlining their responsibilities, territories, and the terms of your agreement. This article provides 16 sample appointment letters, covering a range of industries and distribution models. These templates will help you create clear and legally sound agreements, ensuring a mutually beneficial partnership.

These sample letters address key elements like the scope of distributorship, payment terms, termination clauses, and confidentiality agreements. They are designed to be adaptable to your specific needs and business context. Remember to consult with legal counsel to ensure your final appointment letter complies with all applicable laws and regulations. Proper documentation is key to preventing disputes and fostering a healthy business relationship.

Sample Appointment Letters for Distributors:

1. Sample Letter 1: General Distributorship

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Appointment as Distributor

   Dear [Distributor Name],

   We are pleased to appoint your company, [Distributor Name], as an authorized distributor of our products in [Territory], effective [Start Date].

   This appointment is subject to the terms and conditions outlined in the attached Distributor Agreement.

   Sincerely,
   [Your Name]
   [Your Title]

2. Sample Letter 2: Exclusive Distributorship

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Exclusive Distributorship Agreement

   Dear [Distributor Name],

   This letter confirms that [Your Company Name] grants [Distributor Name] exclusive distribution rights for our products within [Territory]. No other distributor will be authorized to sell our products in this area.

   Please refer to the attached agreement for the complete terms and conditions of this exclusive arrangement.

   Sincerely,
   [Your Name]
   [Your Title]

3. Sample Letter 3: Non-Exclusive Distributorship

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Non-Exclusive Distributorship Appointment

   Dear [Distributor Name],

   We are delighted to appoint [Distributor Name] as a non-exclusive distributor for our products in [Territory]. This appointment allows you to sell our products alongside other distributors in the same region.

   The detailed terms and conditions are outlined in the attached Distributor Agreement.

   Sincerely,
   [Your Name]
   [Your Title]

4. Sample Letter 4: Short-Term Distributorship

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Temporary Distributorship Appointment

   Dear [Distributor Name],

   This letter serves as confirmation that [Your Company Name] appoints [Distributor Name] as a distributor for a limited period from [Start Date] to [End Date], concerning the products in [Territory].

   The details of this short-term partnership are available within the accompanying agreement.

   Sincerely,
   [Your Name]
   [Your Title]

5. Sample Letter 5: Distributorship with Sales Target

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Distributorship Appointment with Sales Target

   Dear [Distributor Name],

   We are pleased to appoint your company, [Distributor Name], as our distributor in [Territory]. This appointment is subject to a minimum sales target of [Amount] per [Time period].

   Details in the distributor agreement.

   Sincerely,
   [Your Name]
   [Your Title]

6. Sample Letter 6: Distributorship with Training Requirements

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Distributorship Appointment with Training Requirements

   Dear [Distributor Name],

   This confirms your appointment as distributor, [Distributor Name] in [Territory]. Required attendance to training is a condition of the Distributor Agreement.

   See attached for details.

   Sincerely,
   [Your Name]
   [Your Title]

7. Sample Letter 7: Distributorship with Territory Restrictions

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Distributorship Appointment with Territory Restrictions

   Dear [Distributor Name],

   We confirm [Distributor Name] as our distributor, however, restricted to [Territory] only. See enclosed agreement.

   Sincerely,
   [Your Name]
   [Your Title]

8. Sample Letter 8: Distributorship with Price Controls

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Distributorship Appointment with Price Controls

   Dear [Distributor Name],

   We confirm [Distributor Name] as our distributor. Note that selling price shall be determined by [Your Company Name]

   See agreement for details.

   Sincerely,
   [Your Name]
   [Your Title]

9. Sample Letter 9: Distributorship with Marketing Obligations

   [Your Company Letterhead]
   [Date]

   [Distributor Name]
   [Distributor Address]

   Subject: Distributorship Appointment with Marketing Obligations

   Dear [Distributor Name],

   [Distributor Name] is appointed as our distributor subject to obligation of following our marketing plan in [Territory].

   See agreement for details.

   Sincerely,
   [Your Name]
   [Your Title]

10. Sample Letter 10: Distributorship with Inventory Requirements

    [Your Company Letterhead]
    [Date]

    [Distributor Name]
    [Distributor Address]

    Subject: Distributorship Appointment with Inventory Requirements

    Dear [Distributor Name],

    We confirm your distributorship as [Distributor Name] in [Territory]. Distributor must follow our inventory requirements.

    See agreement for details.

    Sincerely,
    [Your Name]
    [Your Title]

11. Sample Letter 11: Distributorship for Specific Products

    [Your Company Letterhead]
    [Date]

    [Distributor Name]
    [Distributor Address]

    Subject: Distributorship Appointment for Specific Products

    Dear [Distributor Name],

    We confirm your appointment for our [Product Name] line in [Territory].

    See agreement for details.

    Sincerely,
    [Your Name]
    [Your Title]

12. Sample Letter 12: Distributorship with Performance Review

    [Your Company Letterhead]
    [Date]

    [Distributor Name]
    [Distributor Address]

    Subject: Distributorship Appointment with Performance Review

    Dear [Distributor Name],

    We confirm [Distributor Name] appointment as distributor. Performance reviews are required.

    See distributor agreement for details.

    Sincerely,
    [Your Name]
    [Your Title]

13. Sample Letter 13: Distributorship Renewal Letter

    [Your Company Letterhead]
    [Date]

    [Distributor Name]
    [Distributor Address]

    Subject: Renewal of Distributorship Agreement

    Dear [Distributor Name],

    We are pleased to inform you that your distributorship is renewed in [Territory].

    See new distributor agreement for details.

    Sincerely,
    [Your Name]
    [Your Title]

14. Sample Letter 14: Termination of Distributorship

    [Your Company Letterhead]
    [Date]

    [Distributor Name]
    [Distributor Address]

    Subject: Termination of Distributorship Agreement

    Dear [Distributor Name],

    Due to [Reasons], the distributor agreement is terminated.

    Sincerely,
    [Your Name]
    [Your Title]

15. Sample Letter 15: Amendment to Distributorship Agreement

    [Your Company Letterhead]
    [Date]

    [Distributor Name]
    [Distributor Address]

    Subject: Amendment to Distributorship Agreement

    Dear [Distributor Name],

    We would like to amend the distributor agreement with the following [Amendments].

    See enclosed documents for details.

    Sincerely,
    [Your Name]
    [Your Title]

16. Sample Letter 16: Change of Distributor Contact Person

    [Your Company Letterhead]
    [Date]

    [Distributor Name]
    [Distributor Address]

    Subject: Change of Distributor Contact Person

    Dear [Distributor Name],

    Please note that the contact person is changed to [Name]

    Sincerely,
    [Your Name]
    [Your Title]