Finance

Vendor Dispute Resolution

Resolve a supply issue quickly without damaging the long-term relationship.

Updated: January 26, 2026

What does this AI prompt do?

This AI prompt helps UK SMEs by providing a ready-to-use template for resolve a supply issue quickly without damaging the long-term relationship.. Simply copy the template below, customize the variables for your business, and paste into any AI tool like ChatGPT or Claude.

AI Prompt Template

Act as a specialist consultant.

**Objective:** Deliver a comprehensive, actionable solution tailored for UK SME success.

Here is the improved business prompt template, maintaining the exact structure and variables while maximizing clarity, persuasiveness, and results:

**Refined Business Prompt Template:**

We have encountered an unexpected quality concern with a recent delivery from our valued, long-term partner, **[Supplier Name | text]**.

The specific problem is: **[Issue | text]**.

Our goal is to resolve this promptly and constructively while maintaining our strong working relationship. I require a **full refund or a direct replacement** for the affected items.

Draft a concise and professional **[Communication Channel | radio:Email, WhatsApp Message]** to initiate this resolution.

**Desired Structure for Maximum Impact:**

1. **Warm & Relationship-Focused Opening:** Reaffirm the partnership's value.
2. **Objective Issue Presentation:** Clearly detail the problem, explicitly referencing the attached supporting documentation (photos/evidence).
3. **Action-Oriented Resolution Request:** Clearly state the desired outcome (refund/replacement) and invite them to propose the mechanism for resolution.
4. **Positive & Forward-Looking Sign-off:** End on a collaborative note, anticipating a quick solution.

How to use this prompt:

  1. Copy the template above
  2. Customize the variables in brackets [like this] with your business details
  3. Paste into ChatGPT, Claude, or your preferred AI tool
  4. Get professional results in minutes

Why this works:

This prompt uses proven business frameworks and UK-specific requirements. It's designed to give you professional results that comply with local regulations and industry best practices.

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