Partial Rejection of Non-Conforming Goods

{{company_name}}

{{company_address}}

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

Partial Rejection of Non-Conforming Goods

Partial Rejection of Non-Conforming Goods

{{company_name}}

{{company_address}}

Tel: {{phone}}

Email: {{email}}

Website: {{website}}

Date:

{{date}}

Our Reference:

{{our_reference_number}}

Supplier Name and Address:

{{supplier_name}}

{{supplier_address}}

Subject: Partial Rejection of Non-Conforming Goods - Purchase Order {{purchase_order_number}}

Dear {{supplier_contact_person}},

This letter serves as a formal notification regarding the partial rejection of goods delivered against our Purchase Order number {{purchase_order_number}}, received on {{delivery_date}} via delivery note number {{delivery_note_number}}. Upon inspection, we have identified that a portion of the delivered items does not conform to the specifications and quality standards agreed upon in our contract/purchase order.

Details of Non-Conforming Goods Rejected:

The following items/quantities are hereby rejected due to the reasons specified:

- **Item:** {{rejected_item_1_description}}, **Quantity:** {{rejected_item_1_quantity}}, **Reason for Rejection:** {{rejected_item_1_reason}}

- **Item:** {{rejected_item_2_description}}, **Quantity:** {{rejected_item_2_quantity}}, **Reason for Rejection:** {{rejected_item_2_reason}}

*(Add more lines as necessary for additional rejected items)*

Supporting documentation, including inspection reports and photographs, is attached herewith for your review.

Details of Conforming Goods Accepted:

The following items/quantities from the same delivery have been accepted:

- **Item:** {{accepted_item_1_description}}, **Quantity:** {{accepted_item_1_quantity}}

- **Item:** {{accepted_item_2_description}}, **Quantity:** {{accepted_item_2_quantity}}

*(Add more lines as necessary for additional accepted items)*

Required Action from Supplier:

We request that you propose a suitable course of action within {{response_days}} business days from the date of this letter to resolve this matter. This may include, but is not limited to, the following options:

a) **Replacement:** Arrangement for the urgent replacement of the rejected goods with conforming items at no additional cost to us.

b) **Credit Note:** Issuance of a full credit note for the value of the rejected goods.

c) **Discount/Price Adjustment:** Negotiation of a mutually agreeable price reduction for the non-conforming goods if they can still be utilised with modifications or at a different standard.

Please advise on the arrangements for the collection of the rejected goods, which are currently being held at our premises at your risk and expense.

Payment Terms:

Please note that payment for the accepted goods will be processed according to our standard terms for the conforming portion of the delivery. Payment for the rejected goods will be withheld until a satisfactory resolution has been reached.

Contact Information:

For any queries or to discuss this matter further, please contact {{contact_person_name}} at {{contact_person_phone}} or {{contact_person_email}}.

Sincerely,

Signature Block:

{{signature}}

{{your_name}}

{{your_title}}

{{company_name}}