Sample Letter to Vendors

Below is a sample letter you can send to your vendors at the time of engagement to ensure we have all documents needed to pay them in a timely manner. There is an editable Word Document attached to this article below that you may use as well.

NOTE: Please be sure to update this template to include your company's custom @books.cc email address provided by Accountable Numbers (see items in the template below highlighted in red). This email address can be found in the client portal in the Resources tab.

Sample letter to Vendors:

Dear [Vendor’s/Business' Name],

We’re excited to begin working with you and wanted to introduce you to our finance team, Accountable Numbers, who will be handling vendor payments and related financial matters. To ensure a smooth onboarding process, we kindly request the following documents:

1. W-9 Form (for tax purposes)
   
2. Vendor Agreement/Contract (if applicable)
   
3. Tax Exemption Certificate (if applicable)
   

Please send these documents to [COMPANYNAME]@books.cc at your earliest convenience.

You can also send any open invoices to [COMPANYNAME]@books.cc and our team at Accountable Numbers will handle processing payment.

If you have questions for our accounting team, feel free to reach out to them directly at service@accountablenumbers.com or by phone at +1 (901) 460-6098.

Thank you,

[Your Name]

[Your Company Name]

[Your Contact Information]

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