SAMPLE COMMUNICATION LETTERS
SAMPLE – Supplier Card Activation Letter
<Your Company Letterhead>
Date
<Insert Supplier Contact Name>
<Insert Supplier Company Name>
<Insert Street Address>
<Insert City, State Zip Code>
Dear Sir/Madam:
In our ongoing efforts to streamline the procurement process, effective immediately <Insert Your Company Name> is
implementing the American Express® Corporate Purchasing Card program. This program will provide an expeditious
method of payment for goods and services rendered.
We have been advised that you accept the American Express Card as a form of payment.
Effective immediately, we will be processing payments to you utilizing our American Express Corporate
Purchasing Card. The account number and expiration date will be provided to you at the time of payment.
Please share these instructions with your Customer Service and Accounts Receivable personnel.
If you have any questions or concerns, please contact me at <Insert your phone number>.
Sincerely,
<Insert Name of A/P Contact>
<Insert Official Title>
<Insert Your Company Name>
SAMPLE - Senior Management Endorsement Letter
<Your Company Letterhead>
Date
Dear (employee name):
<INSERT CLIENT NAME> is consistently looking to improve business practices and processes. As best
practices are identified, it is essential that the organization quickly embrace these new initiatives.
With this background, I would like to strongly encourage the (name) division to begin using the Corporate
Purchasing Card for your non-travel and entertainment expenses. I understand that in some cases the
Card is already in use. However, it is important to fully understand what this product offers and its strategic
importance to the company.
Use of the Corporate Purchasing Card allows you as an <INSERT CLIENT NAME> employee to purchase
those products and services essential to your daily activities, without delay or encumbering approval
process. As a Cardmember, you are equipped to order maintenance, repair and operational supplies
directly from preferred suppliers without filling out purchase orders or requisitions.
Your use of the Corporate Purchasing Card also benefits the company as a whole:
•
Since the launch of the Card in (date), <INSERT CLIENT NAME> has generated
real cost and time savings. You will reduce the processing cost for that item by approximately 40% and
free up purchasing department personnel to concentrate their efforts on negotiating better prices with our
suppliers.
•
Corporate Purchasing Card transactions are tracked by an American Express
system that provides comprehensive data back to our finance departments electronically. Important data
including sales tax information and legal business status is automatically applied to the company general
ledger, eliminating time-consuming manual procedures.
•
As <INSERT CLIENT NAME> employees consolidate their purchases among a
base of Corporate Purchasing Card preferred suppliers, individual supplier transactions increase and
promote volume discounts. When emergencies occur, you will always have the flexibility to purchase
from one of two million American Express merchants.
The attached Policy And Procedure Guide explains how and when the Corporate Purchasing Card should
be used. Once you have met with your manager and determined that the Card would be appropriate to your
needs, I invite you to sign-up at your earliest convenience.
Should you have any questions regarding the approval and training process, please contact your Corporate
Purchasing Card Program Administrator at (phone #). He/She will be able to answer all your questions.
I believe that your participation in the Corporate Purchasing Card Program will help our company achieve
our goal of heightened efficiency.
Sincerely,
(Senior Management)
SAMPLE – Supplier Communication Letter
Dear SUPPLIER NAME:
<INSERT CLIENT NAME> has identified several key initiatives aimed at improving our procurement and
accounts payable processes. The goal of these initiatives is to improve the way we run and conduct our
business. As part of these process improvements, <INSERT CLIENT NAME> is utilizing the American
Express Corporate Purchasing Card as our preferred method of payment for procuring goods and
services. The use of this Card is an important tool that our company can use to attain this goal.
In order for <INSERT CLIENT NAME> to realize these process improvements, it is important that our
preferred suppliers participate in the American Express Corporate Purchasing Card Program. We have
verified that your company already accepts the American Express Corporate Purchasing Card for
payment. We are encouraged by this and would like to begin using the Corporate Purchasing Card to
procure the goods and services your company provides us.
Therefore, effective XXXXXXX, 2010, <INSERT CLIENT NAME> will begin using the American Express
Corporate Purchasing Card for payment to our preferred suppliers. As one of our preferred suppliers, we
ask that you follow these steps to ensure the success of this initiative:


Always ask for Cost Center information to be put in the Cardmember Reference
Field.
Provide packing slips with itemized pricing detail, including freight and tax, with
each shipment.




Label packing slips “CPC transaction”.
Do not send invoices for Corporate Purchasing Card transactions.
Do not put the Card number on any documents.
Card number for all transactions is 3785 – XXXXXX-XXXXX
We at CLIENT NAME look forward to your participation in this program, as we believe there are mutual
benefits that our companies stand to gain from it. If you have any questions regarding our request, please
feel free to contact XXXX at (XXX) XXX-XXXX.
Sincerely,
<Insert Name of A/P Contact>
SAMPLE CARDMEMBER DOCUMENTS
AMERICAN EXPRESS CORPORATE PURCHASING CARD APPLICATION/ACKNOWLEDGEMENT
FORM
The American Express Corporate Purchasing Card (CPC) issued to you is subject to the following terms and conditions. You
must comply with the terms and conditions as part of your employment.
1.
You are being entrusted with a valuable tool–a corporate charge card–and will be making financial commitments on
behalf of the company. You must strive to obtain the best value for the company by using “preferred suppliers” when
identified by the Purchasing Department.
2.
You understand the company is liable to American Express for all charges made on the CPC.
3.
You must use this CPC for approved purchases only and must not charge personal purchases. The company will audit
the use of this Card and report and take appropriate action on any discrepancies.
4.
You will be given a copy of the CPC Policy and Procedures. You are required to read and understand the requirements
of use.
5.
You must follow the policy and procedures established by the company for the use of the CPC. Failure to do so may
result in either revocation of your use privileges or other disciplinary action, including termination of employment.
6.
You must return the Card immediately upon request or upon termination of employment (including retirement). Should
there be any organizational change which causes your cost center to change, you must return the Card and arrange
for a new one, if appropriate.
7.
If the Card is lost or stolen, you must notify the company’s Corporate Purchasing Card Administrator and American
Express immediately.
8.
The company may change these terms and conditions or its policy and procedures concerning the use of the CPC and
you must comply with those changes.
As the employee being issued the CPC, I have read and understand the terms and conditions
stated above.
Employee name
Business address
Social security number
Employee signature
Date
Phone
As the employee’s management, I acknowledge that I am responsible to ensure that the employee abides by the above
conditions. I am responsible for taking appropriate action in situations involving misuse of the CPC. I am responsible for
canceling CPCs if the Cardmember is terminated for any reason, or if the Cardmember transfers to another unit within the
company. I am also responsible for making certain that any reports I receive are checked for accuracy.
Cost center number
Cardmember Manager’s name
Cardmember Manager’s signature
Addendum B – Sample Authorization Forms
SAMPLE - Single Invoice
Credit Card Payment Authorization Form
{Your Company Letterhead}
Telephone / Fax / US Mail
Date:
February 16, 2016
Attention:
Accounts Receivable
Fax Number:
XXX-XXX-XXXX
To:
Vendor Name
Vendor Address
Vendor City, State, Zip
Company Name:
Your Company
Cardholder Name:
Mailing Address:
Phone:
Fax:
Card Type:
American Express
Card Number:
4 digit code on Card:
Expiration Date:
Amount Charged:
$
Authorized Signature:
Invoice Number:
Comments:
If you have any questions, please contact XXXXXXXX at XXX-XXX-XXXX.
SAMPLE - Multiple/Combined Invoices
Credit Card Payment Authorization Form
{Your Company Letterhead}
Telephone / Fax / US Mail
Date: February 16, 2016
I,
, hereby authorize
number:
, 4 digit code on Card:
the following invoices on account number
Invoice
Amount
Total Amount Charged:
on my American Express® Corporate Card
, to charge $
expiration date
. The amount above represents
.
Invoice #
Amount
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Comments:
If you have any questions, please contact XXXXXXXX at XXX-XXX-XXXX.