Notice of Claim of Defective Goods

COMPANY LETTERHEAD

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

DATE

{{date}}

TO:

{{supplier_company_name}}

{{supplier_address}}

Attention: {{supplier_contact_person}}

SUBJECT: NOTICE OF CLAIM REGARDING DEFECTIVE GOODS - ORDER/INVOICE NUMBER {{order_invoice_number}}

Dear {{supplier_contact_person}}/Sir/Madam,

This letter serves as a formal notification of a claim concerning defective goods supplied by your company. We refer to our purchase order number {{purchase_order_number}} dated {{purchase_order_date}} and your invoice number {{invoice_number}} dated {{invoice_date}}, for the supply of {{description_of_goods}}.

DETAILS OF DEFECTIVE GOODS

Upon receipt and inspection of the goods on {{inspection_date}}, we discovered the following defects/non-conformities:

1. {{defect_1_description}} (Quantity: {{defect_1_quantity}})

2. {{defect_2_description}} (Quantity: {{defect_2_quantity}})

3. {{defect_3_description}} (Quantity: {{defect_3_quantity}})

Photographic evidence and/or samples of the defective goods are attached/available for your inspection upon request.

NATURE OF DEFECT AND IMPACT

The aforementioned defects render the goods unfit for their intended purpose, which was {{intended_purpose_of_goods}}. This has resulted in the following impact on our operations: {{impact_on_operations}}.

DEMAND FOR REMEDY

In accordance with our contractual agreement and applicable consumer protection/sale of goods legislation in {{country}}, we demand the following remedy:

[SELECT ONE OR MORE OPTIONS BELOW AND DELETE OTHERS]

- **Replacement:** Immediate replacement of the defective goods with new, conforming goods.

- **Repair:** Repair of the defective goods to meet agreed specifications.

- **Refund:** A full refund of the purchase price for the defective goods amounting to {{amount_of_refund}}.

- **Credit Note:** Issuance of a credit note for the value of the defective goods.

We expect your proposal for resolution within {{number_of_days}} business days from the date of this letter.

FURTHER ACTIONS

Pending your response and resolution, the defective goods are being held at our premises at {{storage_location}} and are available for your collection or inspection. Please advise on the preferred method for returning or disposing of the goods, should a replacement or refund be issued.

We reserve all our rights and remedies under our contract and at law, including but not limited to the right to claim damages for any losses incurred as a result of the defective goods.

CONTACT INFORMATION

Please direct all correspondence regarding this matter to:

Attention: {{your_contact_person}}

Phone: {{your_phone_number}}

Email: {{your_email_address}}

YOURS FAITHFULLY

_________________________

{{your_name}}

{{your_title}}

{{company_name}}