Sample - Letter to Supplier Requesting Replacement of Product, Repeated and Chronic Problems with Product
Reluctantly, I am writing for the [ORDINAL, ex. fifth] time regarding malfunction of [PRODUCT(S), ex. your A45 compressor].
[STATE REPAIR HISTORY, ex. As you may recall, the A45 was repaired on four occasions within the last two months.] I have taken the liberty of enclosing a copy of the repair requests and paperwork involved. [STATE NATURE OF MALFUNCTION(S), ex. Again, the compressor ceases to operate within five minutes of starting and emits mass amounts of smoke.]
You are a reasonable person. Surely you can understand that this is not acceptable to us. Unfortunately, however, I am reluctant to request another repair. Since I know of your good reputation for quality products, I’m certain that our experience is an unlikely exception. It is for this reason that I request that, in lieu of repair, our [PRODUCT(S), ex. A45 compressor] be replaced with a new one in good working order. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have taken the liberty of shipping the compressor and documentation to you via express mail; you should receive it by Thursday.]
Sincerely,
Showing posts with label Supplier Relation Letters. Show all posts
Showing posts with label Supplier Relation Letters. Show all posts
SAMPLE - CONFIRMATION OF SERVICE APPOINTMENT
Sample - Letter from Supplier to Customer Confirming Appointment to Service Malfunctioning Product
Thank you for your prompt attention regarding our malfunctioning [PRODUCT, ex. Cold Elite Air Conditioner unit] and for arranging a service technician to arrive at our premises to perform a repair. I look forward to seeing [him/her] on [DATE, ex. Friday] at [TIME, ex. 2:00 PM].
I indeed look forward to having our [PRODUCT, ex. Cold Elite Air Conditioner unit] functioning properly again.
Sincerely,
Thank you for your prompt attention regarding our malfunctioning [PRODUCT, ex. Cold Elite Air Conditioner unit] and for arranging a service technician to arrive at our premises to perform a repair. I look forward to seeing [him/her] on [DATE, ex. Friday] at [TIME, ex. 2:00 PM].
I indeed look forward to having our [PRODUCT, ex. Cold Elite Air Conditioner unit] functioning properly again.
Sincerely,
SAMPLE - PRODUCT HAS BROKEN: PLEASE SERVICE UNDER WARRANTY
Sample - Letter to Supplier Requesting Servicing of Product under Warranty, Product Broken
Unfortunately, the [PRODUCT, ex. Cold Elite Air Conditioner unit you installed in our premises] on [DATE] is malfunctioning. [STATE NATURE OF MALFUNCTION(S), ex. Instead of cold air, the unit expels room-temperature air.]
I would like to arrange an appointment for service under warranty #[WARRANTY NUMBER] (a copy of which is enclosed, along with the sales receipt). Please call [NAME, ex. me] at XXX-XXXX so that we can determine a mutually-convenient time.
Sincerely,
Unfortunately, the [PRODUCT, ex. Cold Elite Air Conditioner unit you installed in our premises] on [DATE] is malfunctioning. [STATE NATURE OF MALFUNCTION(S), ex. Instead of cold air, the unit expels room-temperature air.]
I would like to arrange an appointment for service under warranty #[WARRANTY NUMBER] (a copy of which is enclosed, along with the sales receipt). Please call [NAME, ex. me] at XXX-XXXX so that we can determine a mutually-convenient time.
Sincerely,
SAMPLE - PRODUCT HAS BROKEN: PLEASE REPAIR UNDER WARRANTY
Sample - Letter to Supplier Returning Product and Requesting Repair under Warranty, Product Broken
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.] I therefore request repairs to be made under warranty #[WARRANTY NUMBER], a copy of which is enclosed. If a repair is not possible, I hope that you may send me a replacement.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.] I therefore request repairs to be made under warranty #[WARRANTY NUMBER], a copy of which is enclosed. If a repair is not possible, I hope that you may send me a replacement.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
SAMPLE - PRODUCT HAS BROKEN: PLEASE REPAIR
Sample - Letter to Supplier Returning Product and Requesting Repair, Product Broken
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
Since I know of your good reputation for customer satisfaction, I am confident you will repair the item{s} for me or issue me a replacement, as you deem necessary.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
Since I know of your good reputation for customer satisfaction, I am confident you will repair the item{s} for me or issue me a replacement, as you deem necessary.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
SAMPLE - PRODUCT HAS BROKEN: PLEASE PROCESS RETURN
Sample - Letter to Supplier Returning Product and Requesting Refund, Product Broken
After limited use of your [PRODUCT(S), ex. A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed), I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
I regret that we are unable to bear the delays involved in repairing or replacing the product{s}. Since I know of your good reputation for customer satisfaction, however, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I will immediately ship the compressor and documentation to you via express mail.] [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]
As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.
Sincerely,
After limited use of your [PRODUCT(S), ex. A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed), I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
I regret that we are unable to bear the delays involved in repairing or replacing the product{s}. Since I know of your good reputation for customer satisfaction, however, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I will immediately ship the compressor and documentation to you via express mail.] [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]
As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.
Sincerely,
SAMPLE - REJECTION OF ALTERNATIVE PRODUCT SUGGESTION
Sample - Letter to Supplier Declining Substitute Product Suggestion
We regret that our order for [PRODUCT(S), ex. five A45 compressors] was not able to be fulfilled due to [REASON, ex. a large backlog]. Although I appreciate your suggesting, [PRODUCT(S), ex. the B45] as an alternative, I’m afraid [STATE REASON FOR REFUSAL, ex. that model lacks the level of throughput we require].
[EITHER ASK FOR ANOTHER SUGGESTION, OR MENTION THAT YOU DO NOT REQUIRE ANY OTHER PRODUCTS, ex. Unfortunately, we were forced to place an order for the A45 with another supplier. However, we do look forward to dealing with you in the future. ALTERNATIVE: Would you have a similar compressor with a minimum throughput of 650 cubic feet per second? Please contact me at XXX-XXXX at your earliest convenience.]
Sincerely,
We regret that our order for [PRODUCT(S), ex. five A45 compressors] was not able to be fulfilled due to [REASON, ex. a large backlog]. Although I appreciate your suggesting, [PRODUCT(S), ex. the B45] as an alternative, I’m afraid [STATE REASON FOR REFUSAL, ex. that model lacks the level of throughput we require].
[EITHER ASK FOR ANOTHER SUGGESTION, OR MENTION THAT YOU DO NOT REQUIRE ANY OTHER PRODUCTS, ex. Unfortunately, we were forced to place an order for the A45 with another supplier. However, we do look forward to dealing with you in the future. ALTERNATIVE: Would you have a similar compressor with a minimum throughput of 650 cubic feet per second? Please contact me at XXX-XXXX at your earliest convenience.]
Sincerely,
SAMPLE - PLEASE CANCEL OUR ORDER
Sample - Request to Supplier to Cancel Order
Regrettably, I must request that our order [ORDER OR ORDER NUMBER, ex. for 50 8x5 sheets of drywall] be cancelled immediately. [BRIEFLY STATE REASON, ex. As you know, the recent trim-carpenter strike has delayed construction and we will not require the drywall until the matter is resolved.]
Please accept my apologies for any inconvenience this may have caused you.
Sincerely,
Regrettably, I must request that our order [ORDER OR ORDER NUMBER, ex. for 50 8x5 sheets of drywall] be cancelled immediately. [BRIEFLY STATE REASON, ex. As you know, the recent trim-carpenter strike has delayed construction and we will not require the drywall until the matter is resolved.]
Please accept my apologies for any inconvenience this may have caused you.
Sincerely,
SAMPLE - PLEASE SHIP OUR ORDER SOONER
Sample - Request to Supplier to Ship Order Sooner
On [DATE], we submitted our purchase order #[PURCHASE NUMBER] for [PRODUCT(S), ex. 3 Magnaflux A5 compressors]. Although [we requested / you estimated] delivery by [DATE], [REASON, ex. changes in our forecasts] have caused us to require the shipment by [DATE, ex. June 15].
We understand that this request may place some burdens on your schedule. For that reason, your accommodation would be greatly appreciated. Please contact me at XXX-XXXX if this is not possible.
We look forward to continued business together.
Sincerely,
On [DATE], we submitted our purchase order #[PURCHASE NUMBER] for [PRODUCT(S), ex. 3 Magnaflux A5 compressors]. Although [we requested / you estimated] delivery by [DATE], [REASON, ex. changes in our forecasts] have caused us to require the shipment by [DATE, ex. June 15].
We understand that this request may place some burdens on your schedule. For that reason, your accommodation would be greatly appreciated. Please contact me at XXX-XXXX if this is not possible.
We look forward to continued business together.
Sincerely,
SAMPLE - CONFIRM TELEPHONE PURCHASE ORDER
Sample - Confirmation of Telephone Order
Allow me to confirm the particulars of the order I made over the phone [DATE, ex. today]:
QUANTITY PRODUCT UNIT PRICE TOTAL
[LIST PRODUCTS AND PRICES, ex.
2 Compressor 234A $2,300.00 $4,600.00
1 Compressor 323F $1,200.00 $1,200.00
$5,800.00]
We require shipment by [DATE] to:
[ADDRESS, ex.
BCA Industries
1223 Second Street
Tempe, AZ
85245]
{I have enclosed our check #[CHECK NUMBER] in the amount of $[AMOUNT].} Please refer to this order as “purchase order #[PURCHASE NUMBER]”. If this order cannot be processed as requested, please contact me at XXX-XXXX at your earliest convenience.
Sincerely,
Allow me to confirm the particulars of the order I made over the phone [DATE, ex. today]:
QUANTITY PRODUCT UNIT PRICE TOTAL
[LIST PRODUCTS AND PRICES, ex.
2 Compressor 234A $2,300.00 $4,600.00
1 Compressor 323F $1,200.00 $1,200.00
$5,800.00]
We require shipment by [DATE] to:
[ADDRESS, ex.
BCA Industries
1223 Second Street
Tempe, AZ
85245]
{I have enclosed our check #[CHECK NUMBER] in the amount of $[AMOUNT].} Please refer to this order as “purchase order #[PURCHASE NUMBER]”. If this order cannot be processed as requested, please contact me at XXX-XXXX at your earliest convenience.
Sincerely,
SAMPLE - LETTER TO SUPPLIERS, PLACE ORDERS
New customers and increasing revenues enhance security for an
entire company. It is important for every employee to realize that
his or her individual actions contribute to everyone's welfare. I
know [COMPANY]'s team knows the significance of maintaining customer
satisfaction.
Therefore, I expect that professional attention will be given to our order for [ITEM1]. [COMPANY NAME]'s decision was not made frivolously, as exhibited by the time required for our research. The price of $[ITEM2] is a bit high, but I believe additional value will ultimately be gained through consumer confidence.
I assume that you have specific requirements for payment and scheduling. Please contact me to discuss these in the immediate future. [ITEM3], I look forward to a long, professional relationship.
Thank you for getting us off to a great start.
Sincerely yours,
entire company. It is important for every employee to realize that
his or her individual actions contribute to everyone's welfare. I
know [COMPANY]'s team knows the significance of maintaining customer
satisfaction.
Therefore, I expect that professional attention will be given to our order for [ITEM1]. [COMPANY NAME]'s decision was not made frivolously, as exhibited by the time required for our research. The price of $[ITEM2] is a bit high, but I believe additional value will ultimately be gained through consumer confidence.
I assume that you have specific requirements for payment and scheduling. Please contact me to discuss these in the immediate future. [ITEM3], I look forward to a long, professional relationship.
Thank you for getting us off to a great start.
Sincerely yours,
SAMPLE - LATE SHIPMENT CANNOT BE TOLERATED IN THE FUTURE
[NAME, COMPANY AND ADDRESS]
I have just received your shipment of [PRODUCT(S) drywall]. I understand that the busy nature of your business makes it reasonable to expect the occasional late delivery. However, this is the [ORDINAL, ex. fifth] late shipment we have received in the past [DURATION, ex. month].
Although I am confident that this is an exceptional circumstance, surely you can understand that this level of delay causes us significant inconveniences. I am also certain that quick dispatch of our orders would help reserve space in your inventory for new orders.
You know that we would like to continue to do business with you. I would thus greatly appreciate your care and attention in this matter to ensure that our future orders arrive in a reasonable amount of time.
Sincerely,
I have just received your shipment of [PRODUCT(S) drywall]. I understand that the busy nature of your business makes it reasonable to expect the occasional late delivery. However, this is the [ORDINAL, ex. fifth] late shipment we have received in the past [DURATION, ex. month].
Although I am confident that this is an exceptional circumstance, surely you can understand that this level of delay causes us significant inconveniences. I am also certain that quick dispatch of our orders would help reserve space in your inventory for new orders.
You know that we would like to continue to do business with you. I would thus greatly appreciate your care and attention in this matter to ensure that our future orders arrive in a reasonable amount of time.
Sincerely,
SAMPLE - WRONG ITEMS SHIPPED: PLEASE RE-SHIP
[NAME, COMPANY AND ADDRESS]
I’m afraid there has been a slight error on our shipment.
Instead of [REQUESTED PRODCUTS, ex. 100 sheets of 8x5 drywall], we received a shipment on [DATE, ex. Wednesday] of [SHIPMENT, ex. 50 sheets of 8x10 drywall]. Enclosed, pleased find [STATE SUPPORTING DOCUMENT ENCLOSURES, ex. a copy of our P.O. #153234] confirming our order. Please check your records to determine whether I am mistaken.
I will be delighted, nonetheless, to receive a re-shipment of our order at your earliest convenience. As I’m certain you understand, the incorrect shipment has caused us delays; we would hence appreciate your expediting our order in any manner possible. [STATE WHAT WILL OR HAS BEEN DONE WITH CURRENT SHIPMENT, ex. Your trucks have taken the original shipment back to your premises.]
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
I’m afraid there has been a slight error on our shipment.
Instead of [REQUESTED PRODCUTS, ex. 100 sheets of 8x5 drywall], we received a shipment on [DATE, ex. Wednesday] of [SHIPMENT, ex. 50 sheets of 8x10 drywall]. Enclosed, pleased find [STATE SUPPORTING DOCUMENT ENCLOSURES, ex. a copy of our P.O. #153234] confirming our order. Please check your records to determine whether I am mistaken.
I will be delighted, nonetheless, to receive a re-shipment of our order at your earliest convenience. As I’m certain you understand, the incorrect shipment has caused us delays; we would hence appreciate your expediting our order in any manner possible. [STATE WHAT WILL OR HAS BEEN DONE WITH CURRENT SHIPMENT, ex. Your trucks have taken the original shipment back to your premises.]
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
SAMPLE - REJECTION OF UNORDERED PRODUCTS FROM UNKNOWN SUPPLIER
[NAME, COMPANY AND ADDRESS]
I’m afraid there has been an error.
This is the [ORDINAL, ex. third] time your firm has attempted to ship [PRODUCT(S), ex. 50 toner cartridges] to our office on [DATE]. We would like you to know that no such order for [PRODUCT(S), ex. 50 toner cartridges] had been made. We absolutely reject the shipment. Please arrange to pick up your product{s} as we are not willing to incur any expenses to return them. Furthermore, your invoice (#[INVOICE NUMBER]) and this letter has been forwarded to the Attorney General of [STATE/PROVINCE, ex. Ontario] for possible fraud prosecution.
Sincerely,
I’m afraid there has been an error.
This is the [ORDINAL, ex. third] time your firm has attempted to ship [PRODUCT(S), ex. 50 toner cartridges] to our office on [DATE]. We would like you to know that no such order for [PRODUCT(S), ex. 50 toner cartridges] had been made. We absolutely reject the shipment. Please arrange to pick up your product{s} as we are not willing to incur any expenses to return them. Furthermore, your invoice (#[INVOICE NUMBER]) and this letter has been forwarded to the Attorney General of [STATE/PROVINCE, ex. Ontario] for possible fraud prosecution.
Sincerely,
SAMPLE - PRODUCT HAS MALFUNCTION(S) : PLEASE SERVICE UNDER WARRANTY
[NAME, COMPANY AND ADDRESS]
Unfortunately, the [PRODUCT, ex. Cold Elite Air Conditioner unit you installed in our premises] on [DATE, ex. June 1, 1998] is malfunctioning. [STATE NATURE OF MALFUNCTION(S), ex. Instead of cold air, the unit expels room-temperature air.]
I would like to arrange an appointment for service under warranty #[WARRANTY NUMBER] (a copy of which is enclosed, along with the sales receipt). Please call [NAME, ex. me] at XXX-XXXX so that we can determine a mutually-convenient time.
Sincerely,
Unfortunately, the [PRODUCT, ex. Cold Elite Air Conditioner unit you installed in our premises] on [DATE, ex. June 1, 1998] is malfunctioning. [STATE NATURE OF MALFUNCTION(S), ex. Instead of cold air, the unit expels room-temperature air.]
I would like to arrange an appointment for service under warranty #[WARRANTY NUMBER] (a copy of which is enclosed, along with the sales receipt). Please call [NAME, ex. me] at XXX-XXXX so that we can determine a mutually-convenient time.
Sincerely,
SAMPLE - PRODUCT HAS MALFUNCTION(S): PLEASE REPAIR UNDER WARRANTY
[NAME, COMPANY AND ADDRESS]
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.] I therefore request repairs to be made under warranty #[WARRANTY NUMBER], a copy of which is enclosed. If a repair is not possible, I hope that you may send me a replacement.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.] I therefore request repairs to be made under warranty #[WARRANTY NUMBER], a copy of which is enclosed. If a repair is not possible, I hope that you may send me a replacement.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
SAMPLE - PRODUCT HAS MALFUNCTION(S) : PLEASE REPAIR
[NAME, COMPANY AND ADDRESS]
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
Since I know of your good reputation for customer satisfaction, I am confident you will repair the item{s} for me or issue me a replacement, as you deem necessary.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed). After limited use, I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
Since I know of your good reputation for customer satisfaction, I am confident you will repair the item{s} for me or issue me a replacement, as you deem necessary.
Please contact me at XXX-XXXX if there are any concerns.
Sincerely,
SAMPLE - PRODUCT HAS MALFUNCTION(S) : PLEASE PROCESS RETURN
[NAME, COMPANY AND ADDRESS]
After limited use of your [PRODUCT(S), ex. A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed), I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
I regret that we are unable to bear the delays involved in repairing or replacing the product{s}. Since I know of your good reputation for customer satisfaction, however, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I will immediately ship the compressor and documentation to you via express mail.] [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]
As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.
Sincerely,
After limited use of your [PRODUCT(S), ex. A45 compressor], which we purchased on [DATE] (a copy of the sales receipt is enclosed), I’m afraid that it has unexpectedly failed. [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]
I regret that we are unable to bear the delays involved in repairing or replacing the product{s}. Since I know of your good reputation for customer satisfaction, however, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I will immediately ship the compressor and documentation to you via express mail.] [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]
As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.
Sincerely,
SAMPLE - DISSATISFIED WITH PRODUCT: PLEASE PROCESS RETURN
[NAME, COMPANY AND ADDRESS]
I have just received your [PRODUCT(S), ex. PowerStatement Accounting Software], which we ordered on [DATE] (a copy of the sales receipt is enclosed). Although I’m certain you have a fine line of products, I regret that [STATE NATURE OF DISSATISFACTION, ex. this software did not meet my expectations. Because our administrative staff is not highly-trained in the use of computers, they were unable to operate the software in a manner faster or more economical than the current software we use.]
Since I know of your good reputation for customer satisfaction, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have enclosed your software and documentation package.] {STATE HOW YOU WOULD LIKE CREDIT, IF ANY, TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.}
Thank you for the opportunity to try your product. We look forward to the possibility of doing business with you in the future.
Sincerely,
I have just received your [PRODUCT(S), ex. PowerStatement Accounting Software], which we ordered on [DATE] (a copy of the sales receipt is enclosed). Although I’m certain you have a fine line of products, I regret that [STATE NATURE OF DISSATISFACTION, ex. this software did not meet my expectations. Because our administrative staff is not highly-trained in the use of computers, they were unable to operate the software in a manner faster or more economical than the current software we use.]
Since I know of your good reputation for customer satisfaction, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have enclosed your software and documentation package.] {STATE HOW YOU WOULD LIKE CREDIT, IF ANY, TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.}
Thank you for the opportunity to try your product. We look forward to the possibility of doing business with you in the future.
Sincerely,
SAMPLE - RETURN PRODUCT AFTER TRIAL PERIOD
[NAME, COMPANY AND ADDRESS]
I would like to thank you for granting us the opportunity try your [PRODUCT(S), ex. Powerline Accounting Software Package] for a trial period. After careful consideration, we have determined that [REASON FOR RETURN, ex. the software is not suitable for our unique type of business, which demands simultaneous use of FIFO, LIFO and specific identification inventory accounting regimes].
I regret, therefore, that we must ask for a return. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have enclosed the software and documentation.] {STATE HOW YOU WOULD LIKE CREDIT, IF ANY, TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.}
Thanks again.
Sincerely,
I would like to thank you for granting us the opportunity try your [PRODUCT(S), ex. Powerline Accounting Software Package] for a trial period. After careful consideration, we have determined that [REASON FOR RETURN, ex. the software is not suitable for our unique type of business, which demands simultaneous use of FIFO, LIFO and specific identification inventory accounting regimes].
I regret, therefore, that we must ask for a return. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have enclosed the software and documentation.] {STATE HOW YOU WOULD LIKE CREDIT, IF ANY, TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.}
Thanks again.
Sincerely,
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