Rejected Goods Return Instructions

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date

{{date}}

Recipient Information

To: {{customer_name}}

Attn: {{contact_person}}

{{customer_address}}

Subject: Rejected Goods Return Instructions - Order No. {{order_number}}

Dear {{contact_person}},

This document outlines the procedure for returning goods from Order Number {{order_number}} that you have formally rejected. Please follow these instructions carefully to ensure a smooth and efficient return and resolution.

Rejected Goods Details

Please refer to the following details regarding the rejected goods:

• **Order Number:** {{order_number}}

• **Invoice Number:** {{invoice_number}}

• **Date of Rejection:** {{rejection_date}}

• **Reason for Rejection:** {{reason_for_rejection}}

• **Item(s) to be Returned:**

* {{item_1_description}} - Quantity: {{item_1_quantity}} - Product Code: {{item_1_code}}

* {{item_2_description}} - Quantity: {{item_2_quantity}} - Product Code: {{item_2_code}}

* {{item_n_description}} - Quantity: {{item_n_quantity}} - Product Code: {{item_n_code}}

Return Procedure

1. **Preparation for Shipment:** Ensure all rejected goods are securely packed in their original packaging, where possible, to prevent further damage during transit. Clearly label each package with the provided Return Merchandise Authorization (RMA) number.

2. **Required Documentation:** Please include the following documents with your return shipment:

* A copy of this 'Rejected Goods Return Instructions' document.

* The original delivery note or a copy thereof.

* A completed 'Goods Return Note' (GRN) provided by {{company_name}}, if applicable. Please ensure the GRN clearly states the reason for return and is signed by an authorised representative.

3. **Shipping Instructions:** All rejected goods must be returned to the following address:

* {{return_address}}

* Contact Person for Returns: {{returns_contact_person}}

* Contact Number: {{returns_contact_number}}

4. **Shipping Method:** Please arrange for the return shipment using {{preferred_shipping_method}}. Kindly advise us of the tracking number once the goods have been dispatched.

5. **Cost of Return:** The cost of returning the rejected goods will be borne by {{party_responsible_for_cost}}, as per our agreement/terms and conditions.

Resolution

Upon receipt and inspection of the returned goods, {{company_name}} will proceed with {{resolution_action}} (e.g., replacement, credit note, refund) within {{number_of_days}} business days. We will notify you once the goods have been received and the inspection process is complete.

Contact Information

Should you have any queries regarding these instructions, please do not hesitate to contact our Customer Service Department on {{customer_service_phone_number}} or email {{customer_service_email_address}}.

Acknowledgement

By proceeding with the return, you acknowledge and agree to the terms and conditions outlined in this document.

Sincerely,

{{sender_name}}

{{sender_title}}

{{company_name}}