Template-led
Merchant Account Manager Email Drafter
Draft a calm email to your merchant rep about a price jump, missing credit, quote mismatch or delivery charge.
Draft email
Send this yourself to MKM.
Hi account manager, quick one on Quote Q-1421 / invoice INV-1048. The invoice does not seem to match the quote or order confirmation. The block price looks higher than the quote and I want to check my usual account price has been applied. The difference I have noted is about GBP 204.00 ex VAT. Could you check whether my usual account terms have been applied and let me know what changed?
What it is for
Built for real merchant paperwork, not generic accounting.
For the moments where something looks off, but you want the wording to be specific, fair and not burn the supplier relationship.
Covers price jumps, missing credits, quote mismatches and delivery charges.
Keeps the ask factual instead of accusatory.
You stay in control of all supplier contact.
Guidance note
Supplier email drafting method
Reviewed by ConstructionIntel on 14 June 2026.
A useful supplier query email should be short, specific and evidence-led. It should name the supplier account if relevant, quote or PO reference, invoice reference, line or charge being queried, and the outcome requested. It should avoid accusing the supplier before the paperwork is checked, because many issues are substitutions, delivery terms, missing credits or statement allocation problems.
Open with the invoice, quote, PO or statement reference the supplier can find.
Name the exact line, charge or credit note being queried.
Ask for clarification or correction rather than making a broad overcharge claim.
Attach the quote, invoice or statement evidence if the supplier needs context.
What happens next
If it looks odd, send the invoice.
You get a short message you can send yourself, plus a prompt to attach the quote, invoice or statement if you want us to check it.
Send the invoice