Notice of Error in Shipment and Request for Return Authorization

{{company_name}}

{{company_address}}

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

Notice of Error in Shipment and Request for Return Authorization

Notice of Error in Shipment and Request for Return Authorization

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date:

{{date}}

Supplier Details:

{{supplier_company_name}}

{{supplier_address}}

Attention: {{supplier_contact_person}}

Subject: Notice of Error in Shipment – Purchase Order No. {{purchase_order_number}} – Invoice No. {{invoice_number}}

Dear {{supplier_contact_person}},

This letter serves as a formal notification regarding discrepancies found in a recent shipment received from your company on {{delivery_date}}, under Purchase Order No. {{purchase_order_number}} and Invoice No. {{invoice_number}}.

Details of Discrepancy:

Upon inspection of the shipment, we identified the following errors:

1. **Incorrect Items Received:** (Please list specific items, quantities, and their corresponding correct items if known)

- Item: {{incorrect_item_1_description}}, Quantity: {{incorrect_item_1_quantity}}, Our PO Item: {{correct_item_1_description}}

- Item: {{incorrect_item_2_description}}, Quantity: {{incorrect_item_2_quantity}}, Our PO Item: {{correct_item_2_description}}

2. **Short Shipment/Missing Items:** (If applicable, list items and quantities that were ordered but not received)

- Item: {{missing_item_1_description}}, Quantity Ordered: {{missing_item_1_quantity}}, Quantity Received: 0

3. **Over Shipment/Excess Items:** (If applicable, list items and quantities that were received in excess of the order)

- Item: {{excess_item_1_description}}, Quantity Ordered: {{excess_item_1_quantity}}, Quantity Received: {{excess_item_1_actual_quantity}}

4. (Add any other relevant details regarding the error, e.g., damaged goods, wrong specifications)

Request for Return Authorization:

We kindly request your immediate attention to this matter. To facilitate the return of the incorrect/excess items and to resolve this discrepancy efficiently, please provide us with the following:

1. A Return Merchandise Authorization (RMA) number:

2. Specific instructions for the return process, including preferred shipping method and carrier.

3. Information regarding the collection or shipment of the correct items, or credit note issuance, as appropriate.

Proposed Resolution:

We propose the following resolution for your consideration:

1. Arrangement for the return of the incorrect/excess items at your cost.

2. Expedited shipment of the correct items originally ordered.

3. Issuance of a credit note for the value of the incorrect/missing items, should a re-shipment not be feasible or desired.

Contact Person:

Please direct all communication regarding this matter to:

{{buyer_contact_person}}

Title: {{buyer_contact_title}}

Phone: {{buyer_contact_phone}}

Email: {{buyer_contact_email}}

Urgency:

We require your response and return authorization within {{number_of_days}} business days from the date of this letter to ensure prompt resolution and to avoid any adverse impact on our operations and inventory management.

Sincerely,

{{sender_name}}

{{sender_title}}

{{company_name}}