# Hold a vendor accountable for a missed project milestone

A firm, factual message to a vendor about a missed milestone that requests a recovery plan and protects your contractual position.

- Topic: Email & Workplace Communication
- Framework: RTF
- Level: Standard
- Tags: Legal, Write, Plan, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/hold-a-vendor-accountable-for-a-missed-project-milestone

## Prompt

```text
Help me write to a vendor that has missed a project milestone.

**Vendor and contract type:** [NAME, fixed price / time and materials, SOW reference]
**The milestone and what was committed:** [DELIVERABLE, due date, acceptance criteria]
**What actually happened:** [late, incomplete, poor quality - with specifics]
**Their explanation so far:** [what they have said]
**Our role in the delay, if any:** [late inputs, decisions, access - be honest]
**Impact on us:** [schedule, cost, other teams, customers]
**Relevant contract terms:** [service credits, penalties, milestone payments, notice clauses - if known]
**What I want:** [recovery plan by a date, extra resources at their cost, revised schedule, formal notice]

Write a message that:
- States the facts: what was due, when, and what was received.
- Describes the impact on us without exaggeration.
- Acknowledges any delay on our side honestly, so the record is fair.
- Requests a written recovery plan by a specific date, including root cause, revised dates, and added resources.
- Refers to relevant contract terms neutrally, without threats.
- Keeps the relationship workable.

Rules: do not invent contract terms; use [CHECK CONTRACT] where I am unsure. If this may lead to a formal dispute or withheld payment, remind me to involve procurement or legal before sending.

Return:
1. The email (under 250 words).
2. What a good recovery plan from them should include, so I can judge their response.
3. Notes for my file documenting the timeline of events.
```

## What to fill in

- NAME, fixed price / time and materials, SOW reference
- DELIVERABLE, due date, acceptance criteria
- late, incomplete, poor quality - with specifics
- what they have said
- late inputs, decisions, access - be honest
- schedule, cost, other teams, customers
- CHECK CONTRACT

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