Demand for Particulars of Rejection of Goods

COMPANY LETTERHEAD

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

DATE

{{date}}

RECIPIENT DETAILS

To: {{buyer_company_name}}

Attn: {{buyer_contact_person}}

{{buyer_company_address}}

SUBJECT: DEMAND FOR PARTICULARS OF REJECTION OF GOODS - ORDER NO. {{order_number}} / INVOICE NO. {{invoice_number}}

Dear Mr./Ms. {{buyer_contact_person}},

PREAMBLE

We refer to our supply of goods under Purchase Order No. {{order_number}} dated {{order_date}}, which were delivered on or about {{delivery_date}}. We further refer to your communication dated {{rejection_notification_date}} wherein you notified us of the rejection of the aforementioned goods (or a portion thereof).

DEMAND FOR PARTICULARS

In order for us to properly assess the basis of your rejection, investigate the matter thoroughly, and respond appropriately, we hereby formally demand that you provide us with the following comprehensive particulars within seven (7) business days from the date of this letter:

1. **Specific Grounds for Rejection:** A detailed and exhaustive list of each and every defect, non-conformity, or reason for rejection for each item or batch of goods rejected. This should clearly state how the goods failed to meet the agreed specifications, quality standards, or contractual terms.

2. **Evidence of Defects/Non-Conformity:** All supporting documentation, including but not limited to, inspection reports, quality control reports, photographs, video evidence, third-party assessments, or any other relevant evidence that substantiates the alleged defects or non-conformities.

3. **Affected Quantity:** A precise statement of the exact quantity of goods rejected, broken down by product code or description where applicable.

4. **Date of Discovery:** The exact date or period when the alleged defects or non-conformities were discovered.

5. **Location of Goods:** Confirmation of the current location of the rejected goods and their condition (e.g., in original packaging, segregated, etc.).

6. **Instructions for Rejected Goods:** Your preferred method of handling the rejected goods (e.g., return, disposal, further inspection at your premises).

7. **Relevant Contractual Provisions:** Any specific clauses from our sales agreement, purchase order, or general terms and conditions that you believe have been breached.

CONSEQUENCES OF NON-COMPLIANCE

Please be advised that failure to provide the requested particulars within the stipulated timeframe may result in our inability to fully address your concerns and may lead us to conclude that your rejection lacks sufficient justification. This may further impact our ability to process any credit notes or replacements that might otherwise be due.

We reserve all our rights in this matter, including the right to claim for any losses or damages incurred as a result of an unsubstantiated rejection of goods.

CALL TO ACTION

We look forward to your prompt response and the provision of the requested particulars to enable an amicable resolution of this matter. Please direct all correspondence regarding this matter to {{your_contact_person}} at {{your_email_address}} or {{your_phone_number}}.

CONCLUSION

Thank you for your attention to this urgent matter.

SIGNATURE BLOCK

Sincerely,

_________________________

{{your_name}}

{{your_title}}

{{company_name}}