Replacing Rejected Goods

{{company_name}}

{{company_address}}

Phone: {{phone}} | Email: {{email}} | Web: {{website}}

Replacing Rejected Goods

Replacing Rejected Goods

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date

{{date}}

Supplier Information

Supplier Name: {{supplier_name}}

Supplier Address: {{supplier_address}}

Contact Person: {{supplier_contact_person}}

Email: {{supplier_email}}

Subject: Request for Replacement of Rejected Goods - Purchase Order No. {{purchase_order_number}}

Dear {{supplier_contact_person}},

This letter serves as a formal request for the replacement of goods supplied under Purchase Order No. {{purchase_order_number}}, dated {{purchase_order_date}}. The goods in question, detailed below, were rejected upon inspection due to the reasons specified.

Details of Rejected Goods

| Item No. | Description of Goods | Quantity | Reason for Rejection (e.g., defective, damaged, incorrect item) |

| :------- | :------------------ | :-------- | :------------------------------------------------------------------ |

| {{item_number_1}} | {{item_description_1}} | {{quantity_1}} | {{reason_for_rejection_1}} |

| {{item_number_2}} | {{item_description_2}} | {{quantity_2}} | {{reason_for_rejection_2}} |

| {{item_number_3}} | {{item_description_3}} | {{quantity_3}} | {{reason_for_rejection_3}} |

Our inspection conducted on {{inspection_date}} revealed the aforementioned issues. Supporting documentation, including photographs and inspection reports, has been attached for your review.

Requested Action

We kindly request that you arrange for the replacement of the rejected goods with new, conforming items at your earliest convenience. Please confirm the estimated delivery date for the replacement goods.

We expect the replacement goods to meet the specifications outlined in our original Purchase Order No. {{purchase_order_number}}.

Return of Rejected Goods

Please advise on the procedure for the return of the rejected goods. We are prepared to return the items upon receipt of your instructions and arrangements for collection.

Expected Resolution Timeline

We anticipate a prompt resolution to this matter to minimize disruption to our operations. We kindly request a response within {{response_timeline}} business days outlining your proposed course of action.

Contact Information

For any queries regarding this request, please contact {{your_name}} at {{your_phone_number}} or {{your_email_address}}.

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}