Complaint - Rejection / Return of Goods

A letter/email rejecting the complaint of incorrect/poor quality good delivered. It describes the issue regarding the incorrect/poor quality product, and requests for a replacement/refund, and immediate attention to the matter.

The letter is used by customers/business partners who are dissatisfied with the quality of goods received and would like to reject the relevant goods. Reasons for dissatisfaction may include a late arrival, issues on the specification, quality below expected/represented standard, etc. Detail description should be provided.  A picture may be attached at the end to illustrate the problem. 

The customer/business partner may proceed to request the desired compensation. Requests may include replacements/refund/discount on the inferior goods.

The letter may be ended with explaining the urgency of the situation and disappointed arisen form the incident. 

How to use this Document?

This document should be carefully read by the Individual Company/Supplier and Customer/Business partner.

Upon receiving poor quality goods, this template can be used to reject the inferior goods delivered. For the sake of the business relationship, it may be used to request a replacement of the products that were not up to standard.

The product and specific issues should be clearly stated. 

The letter may be attached with a picture to illustrate the issue arisen from the product.  If applicable, attach a product return form provided by the Individual company.  

How to Tailor the Document for Your Need?

1. Create Document: Click “Create Document” button and the document will be prepared with your account details automatically filled in.
2. Please fill in any additional information by following the step-by-step guide on the left hand side of the preview document and click the “Next” button.
3. When you are done, click the “Get Document” button and you can download the document in Word or PDF format.
4. Please review the document carefully and make any final modifications to ensure that the details are correct before sending to the addressee.