Notice of Error in Shipment and Request for Return Authorization

Supplier Information

{{company_name}}

{{company_address}}

Phone: {{company_phone}}

Email: {{company_email}}

Website: {{company_website}}

Date

{{date}}

Recipient Information

{{supplier_name}}

{{supplier_address}}

Attention: {{contact_person}}

Subject: Notice of Error in Shipment - Purchase Order No. {{purchase_order_number}}

Dear {{contact_person}},

Details of Shipment Error

This letter serves as a formal notification regarding an error in the recent shipment received on {{delivery_date}}, under Purchase Order Number {{purchase_order_number}}.

The shipment, reference number {{shipment_tracking_number}}, contained the following discrepancies:

- **Incorrect Items Received:** {{description_of_incorrect_items}} (e.g., '50 units of Product A received instead of Product B')

- **Quantity Discrepancy:** {{description_of_quantity_discrepancy}} (e.g., 'Only 100 units received instead of 150 units of Product C')

- **Damaged Goods:** {{description_of_damaged_goods}} (e.g., '10 units of Product D were visibly damaged upon arrival due to inadequate packaging')

- **Missing Items:** {{description_of_missing_items}} (e.g., 'Product E was entirely missing from the shipment')

Request for Return Authorization

We kindly request immediate action to resolve this matter. Specifically, we require a Return Authorization Number (RAN) and instructions for returning the incorrect/damaged goods listed above.

Please provide the following information at your earliest convenience:

- Return Authorization Number (RAN): {{return_authorization_number_placeholder}}

- Preferred shipping method for return:

- Any specific packing instructions for the return:

- Expected timeline for resolution and replacement shipment:

We have documented the discrepancies with {{photographic_evidence/other_details}} and are prepared to provide further information if required.

Proposed Resolution

We respectfully request that you arrange for the replacement of the incorrect/damaged goods with the correct items as per our original Purchase Order No. {{purchase_order_number}}, or issue a credit note for the value of the affected items.

We expect the replacement shipment to be dispatched within {{number}} business days of the issuance of the Return Authorization. Please confirm the lead time for the correct order.

Contact Information

Please direct all correspondence regarding this matter to {{your_name}} at {{your_email}} or {{your_phone_number}}.

Conclusion

We appreciate your prompt attention to this matter and look forward to a swift resolution.

Sincerely,

Signature Block

_____________________________

{{your_name}}

{{your_title}}

{{company_name}}