Defective Goods Notification

What kind of letter of notice can you send to your supplier in the event that the goods you purchased are defective? When a product is defective, how do you write a letter? Our sample letter template can help you draft an effective letter notifying your supplier of defective goods. Download this professional Notification Of Defective Goods Letter template now!

A defective goods notification letter is a formal written communication sent by a customer or buyer to a company or seller to report and notify them of goods or products that have been received in a defective or unsatisfactory condition. This letter serves as a formal record of the issue, provides details about the defective items, and requests appropriate action to remedy the situation, which may include replacement, repair, refund, or other resolution.

Here are the key components typically included in a Defective Goods Notification Letter:

Sender's Information: Include the sender's name, address, contact number, and any relevant customer or order identification information.
Date: Include the date when the letter is written.
Recipient's Information: Provide the name and contact information of the company or seller to whom the letter is addressed.
Salutation: Begin the letter with a formal salutation, such as "Dear [Company/Seller's Name]."
Description of the Issue: Clearly and concisely describe the issue or defect with the goods received. Include specific details such as:

The type of product or item.
The number of defective items.
A detailed description of the defect, including any observable damage or issues.
If applicable, reference any warranties, guarantees, or product specifications that were not met.

Documentation: If available, attach or reference any supporting documentation, such as photographs of the defective items, packing slips, invoices, or purchase receipts.
Request for Resolution: Clearly state the desired resolution or action that the sender is seeking. This may include:

Replacement of the defective items.
Repair of the items.
A refund for the purchase price.
Instructions for returning the defective items.
A request for compensation for any associated costs or inconveniences.

Deadline: If necessary, specify a reasonable deadline by which the company or seller should respond or take action to address the issue.
Contact Information: Include the sender's contact information, including an email address and phone number, so the company or seller can reach them for further communication.
Closing: Use a professional closing, such as "Sincerely" or "Best Regards."

Signature: Include the sender's signature, followed by their typed name.

A Defective Goods Notification Letter serves as an important step in addressing product quality issues and seeking a resolution. It documents the problem and the customer's expectations for a satisfactory outcome.

Download this professional Notice Of Defective Goods template now! Also, check out our free Defective Goods List here!

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What kind of letter of notice can you send to your supplier in the event that the goods you purchased are defective? Download this professional Notification Of Defective Goods Letter template now!

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