Broken Product Complaint Letter Format

Request Letter / Email To Supplier / Vendor For Damaged Material / Goods Return

[DATE, ex. Wednesday, June 11, 2015]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

After limited use of your [PRODUCT(S), ex. A45 compressor], which we purchased on [DATE, ex. June 1, 2015] (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,

[YOUR NAME, ex. Jill Jones]