A letter/email of response to a product cancellation request. It states that cancellation or refund is impossible under the terms of sales, and replacement has been made/defects have been fixed.

We regret to inform you that [several] deliveries of the products have already been made and so cancellation is not possible. Under our terms of sales, [non-material defect in the quality of products] is not a valid reason to cancel the order. We have already [replaced the defective products] / [dispatched our engineers to resolve the issue that you have raised].

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.