Product Defect Notice

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date

{{date}}

Recipient Information

{{supplier_name}}

{{supplier_address}}

Attention: {{contact_person}}

Subject: Product Defect Notice - Order/Invoice No. {{order_invoice_number}}

Dear {{contact_person}} / Sir/Madam,

Notification of Defective Product

This letter serves as a formal notification regarding a defect discovered in products supplied by your company under Order/Invoice Number {{order_invoice_number}}, dated {{order_invoice_date}}.

The specific product(s) in question are as follows:

Product Name: {{product_name}}

Product Code/SKU: {{product_code}}

Batch Number: {{batch_number}}

Quantity Affected: {{quantity_affected}} units

Description of Defect

The nature of the defect is described below (attach supporting documentation such as photographs, videos, or inspection reports, if applicable):

{{defect_description}}

The defect was observed on {{date_of_observation}} during {{circumstances_of_observation}}.

Impact of Defect

The identified defect has resulted in the following impact on our operations and/or customers:

{{impact_of_defect}}

Requested Action

In light of the aforementioned defect, we request the following immediate actions from your company:

{{requested_action_1}} (e.g., replacement of defective units, full refund, repair of units, credit note)

{{requested_action_2}} (e.g., investigation into the root cause, immediate hold on further shipments of this batch)

Please provide a response and proposed resolution plan within {{response_timeline}} business days from the date of this notice.

Further Information

We have retained the defective products at our premises for your inspection or return, as appropriate. Please advise on the preferred method for returning the defective goods.

For any further information or to arrange inspection, please contact {{your_name}} at {{your_phone_number}} or {{your_email_address}}.

Conclusion

We expect your prompt attention to this matter to mitigate further disruption. We look forward to your swift resolution.

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}