Notice of Defective Goods

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date and Reference

Date: {{date}}

Reference: {{reference_number}}

Supplier Information

Supplier Name: {{supplier_name}}

Supplier Address: {{supplier_address}}

Subject

NOTICE OF DEFECTIVE GOODS – PURCHASE ORDER NO. {{purchase_order_number}}

Details of Goods Received

Dear {{supplier_contact_person}},

This letter serves to formally notify you of defective goods received on {{delivery_date}} pertaining to our Purchase Order Number {{purchase_order_number}} dated {{order_date}}.

The consignment included (list items and quantities):

- {{item_1_description}} ({{item_1_quantity}} units)

- {{item_2_description}} ({{item_2_quantity}} units)

- {{item_n_description}} ({{item_n_quantity}} units)

Description of Defects

Upon inspection, the following defects were identified:

- {{defect_1_description}} (e.g., chipped, scratched, non-functional, incorrect specifications) affecting {{number_of_units_defective_1}} units.

- {{defect_2_description}} affecting {{number_of_units_defective_2}} units.

Attach photographic evidence or detailed inspection reports if available.

Consequences of Defects

These defects render the goods unfit for their intended purpose and are in breach of the agreed-upon quality standards/specifications outlined in our purchase agreement.

We note that these defects have resulted in (e.g., production delays, additional costs, lost sales): {{consequences_description}}.

Requested Resolution

We request that you address this matter promptly by taking one of the following actions within {{response_timeline}} days of the date of this letter:

1. Replacement of the defective goods with new, compliant goods.

2. Repair of the defective goods to meet the agreed-upon standards.

3. Issuance of a full credit note for the defective goods amounting to {{credit_amount}}.

4. Collection of the defective goods at your expense.

Further Action

Failure to respond or resolve this matter within the specified timeframe may compel us to take further action to mitigate our losses, which may include obtaining goods from an alternative supplier and charging you for any additional costs incurred.

Contact Information

Please contact {{your_name}} at {{your_phone_number}} or {{your_email}} to discuss this matter further and arrange for the resolution.

Signature

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}