Dealing with a broken agreement can be tricky, but knowing how to communicate effectively is key. This guide provides insights into a Breach Of Contract Email Sample, helping you understand how to write a clear and effective email when someone hasn’t lived up to their end of a deal. We’ll explore different scenarios and provide examples to help you navigate these situations.
Why a Breach of Contract Email Matters
A breach of contract happens when someone doesn’t fulfill their part of a contract. This could be anything from not delivering goods to not paying on time. When this happens, you need to take action. A well-written email is often the first step. It serves as a formal notification, detailing the issue and outlining what you expect to happen next. This email is important because it documents the breach, sets expectations for a resolution, and can be used as evidence if the situation escalates. Think of it like this:
- It’s a record: Proof of what was agreed upon and how it was broken.
- It’s a warning: Lets the other party know they’re in trouble.
- It sets the stage: Clearly states what you want them to do to fix things.
It’s a good idea to send the email promptly after you become aware of the breach. The sooner you act, the better. It also shows the other party that you are serious about the contract.
Email Example: Non-Payment for Services
Subject: Breach of Contract – Invoice [Invoice Number] – Overdue
Dear [Client Name],
This email concerns invoice [Invoice Number], issued on [Date of Invoice] for services rendered as per our contract dated [Date of Contract]. The total amount due was $[Amount].
According to our agreement, payment was due on [Due Date]. As of today, [Date], the payment remains outstanding.
We kindly request that you remit the payment of $[Amount] immediately. You can make the payment via [Payment Method].
Please provide confirmation of payment. If you have already made the payment, please disregard this notice and provide the payment details as soon as possible.
If we do not receive payment within [Number] days from the date of this email, we will unfortunately have to consider further action, as outlined in our contract.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Failure to Deliver Goods
Subject: Breach of Contract – Non-Delivery of Goods – Order [Order Number]
Dear [Supplier Name],
This email addresses the non-delivery of goods as per our purchase order [Order Number], dated [Date of Order]. The contract specified the delivery of [Description of Goods] by [Delivery Date].
As of today, [Date], we have not received the goods. This failure to deliver constitutes a breach of our agreement.
We request that you provide an immediate explanation for the delay and a revised delivery schedule. We require the goods by [New Delivery Date, if applicable].
If we do not receive a satisfactory response or the goods by the revised date, we will be forced to explore our contractual remedies, including but not limited to cancellation of the order and/or seeking damages.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Failure to Meet Quality Standards
Subject: Breach of Contract – Defective Goods – Order [Order Number]
Dear [Supplier Name],
We are writing to inform you of a breach of contract regarding the goods received on [Date of Delivery] under purchase order [Order Number].
Upon inspection, we discovered that [Description of Defect] – this violates the quality standards outlined in our contract, specifically [Specific Clause in Contract].
We request that you either replace the defective goods with conforming products within [Number] days or provide a full refund for the purchase. We also request information on how you plan to prevent this from happening in the future.
We await your prompt response and a plan to resolve this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Breach of Confidentiality Clause
Subject: Breach of Contract – Confidentiality Agreement
Dear [Recipient Name],
This email concerns a breach of the confidentiality agreement, signed on [Date of Agreement]. We have reason to believe that confidential information, as defined in the agreement, has been disclosed.
Specifically, [Briefly describe the breach, without disclosing confidential information in the email]. This constitutes a direct violation of Section [Section Number] of the agreement.
We demand that you take immediate steps to rectify this breach, including [Specify actions, e.g., retrieving the information, ceasing further disclosure]. We also request that you provide us with a full explanation of how this occurred and what measures you will implement to prevent future breaches.
Please respond within [Number] days outlining the steps you have taken or plan to take. Failure to do so will leave us with no option but to pursue all available legal remedies.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Cancellation Due to Breach
Subject: Notice of Contract Termination – Breach of Contract
Dear [Name],
This email serves as formal notification that we are terminating our contract, dated [Date of Contract], due to your breach of contract. You have failed to [Specifically state the breach, e.g., provide the services as agreed, make timely payments].
As a result of this breach, we are exercising our right to terminate the contract, as outlined in Section [Section Number] of the agreement. The termination will be effective immediately/on [Date of Termination].
We request that you cease all work related to this contract, and we will be seeking to recover damages for the breach. We will be in touch soon to discuss the next steps regarding any outstanding financial obligations or remaining project materials.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Email Example: Seeking Specific Performance
Subject: Demand for Specific Performance - Breach of Contract
Dear [Name],
This email concerns the contract entered into on [Date], for [briefly describe the contract].
We are writing to notify you of a breach of this contract, specifically, your failure to [describe the breach, e.g. deliver the specific asset as per the contract]. As per the terms of this agreement, the asset or service is [describe the uniqueness or irreplaceable characteristic of the asset].
Rather than seeking monetary damages, we demand specific performance of the contract. We request you fulfill your obligations under the terms of the agreement within [number] days of the date of this email. This includes [list the actions required for the specific performance, e.g. the transfer of the asset, the completion of the service, etc.].
Please confirm in writing within [number] days that you intend to comply with this demand. If we do not receive confirmation or see action, we will pursue all available legal remedies to enforce the contract.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
| Element | Description | | ———– | ———– | | Subject Line | Clear and concise. | | Introduction | States the purpose of the email. | | Details of Breach | Describes what went wrong. | | Reference to Contract | Mentions relevant clauses. | | Demand or Request | Clearly states what you want. | | Deadline | Sets a time for a response or action. | | Closing | Polite and professional. |
These examples provide a starting point. Always tailor the email to the specific situation and the terms of your contract. Remember to keep it clear, factual, and professional. If you’re unsure, it’s always a good idea to get advice from a legal expert.