Complaint - Rejection / Return of Goods

The document titled 'Complaint - Rejection / Return of Goods' is an important document that is used to formally reject and return products that have been received by the customer and are found to be unsatisfactory. The document begins with a polite and professional greeting to the recipient, followed by a clear statement of the purpose of the letter. It explains that the products in question were recommended by a sales representative and were expected to be of similar quality to a different model, but have proven to be of inferior quality.

 

The detailed description of the issue with the products is provided, highlighting specific problems such as breakage, malfunctioning, poor workmanship, or incorrect size or color. The letter emphasizes that these issues have resulted in dissatisfied customers and a high number of returns. The sender then states their desired resolution, which may include a full refund of the purchase price and shipping expenses, replacement of the products with the original model, a discount on the inferior goods, or immediate repair by a technician.

 

The letter concludes with a sense of urgency, expressing the importance of the recipient's prompt attention to the matter. It also mentions the long-standing business relationship between the sender and the recipient, indicating a willingness to continue working together if a satisfactory resolution can be reached. However, it also warns that if the issue is not addressed, the sender may be forced to seek an alternative supplier. The sender requests instructions on how to dispose of the inferior goods and expresses gratitude for the recipient's understanding.

 

Overall, this document serves as a formal complaint and request for resolution regarding unsatisfactory products, providing a detailed description of the issue and desired outcome.

How to use this document?

1. Begin the letter by addressing the recipient in a polite and professional manner, stating the purpose of the letter as a complaint and request for resolution.

2. Clearly state the reason for the rejection and return of the products, mentioning the specific issues such as breakage, malfunctioning, poor workmanship, or incorrect size or color.

3. Provide background information on the previous recommendation of the products by a sales representative and the expectation of similar quality to a different model.

4. Emphasize the negative impact of the product issues, such as dissatisfied customers and a high number of returns.

5. Clearly state the desired resolution, which may include a full refund of the purchase price and shipping expenses, replacement of the products with the original model, a discount on the inferior goods, or immediate repair by a technician.

6. Express a sense of urgency, emphasizing the importance of the recipient's prompt attention to the matter.

7. Mention the long-standing business relationship between the sender and the recipient, indicating a willingness to continue working together if a satisfactory resolution can be reached.

8. Warn of the potential consequences if the issue is not addressed, such as seeking an alternative supplier.

9. Request instructions on how to dispose of the inferior goods.

10. Express gratitude for the recipient's understanding and cooperation.