Rejection of Non-Conforming Goods

Company Letterhead

{{company_name}}

{{company_address}}

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

Date

{{date}}

Our Reference

{{our_reference_number}}

Supplier Details

{{supplier_company_name}}

{{supplier_address}}

Subject: Formal Rejection of Non-Conforming Goods - Purchase Order No. {{purchase_order_number}}

Dear {{supplier_contact_person}},

Notification of Rejection

This letter serves as formal notification that the goods delivered on {{delivery_date}} under Purchase Order No. {{purchase_order_number}} have been inspected and found to be non-conforming with the specifications outlined in our agreement. The consignment tracking/delivery note reference is {{delivery_note_reference}}.

Details of Non-Conformity

The specific reasons for rejection are as follows:

1. {{reason_for_rejection_1}} (e.g., incorrect quantity: {{expected_quantity}} vs. {{received_quantity}})

2. {{reason_for_rejection_2}} (e.g., damaged items: {{number_of_damaged_items}} units out of {{total_units}})

3. {{reason_for_rejection_3}} (e.g., incorrect specifications: {{detailed_deviation_from_specifications}})

Please refer to the attached inspection report/photographic evidence for further details if applicable.

Our Expectations and Proposed Resolution

We request that you propose a suitable resolution to this matter within {{response_time_days}} working days from the date of this letter. Our preferred resolutions, in order of preference, are:

1. Immediate replacement of the non-conforming goods with compliant products, delivered by {{replacement_delivery_date}}.

2. Full credit for the non-conforming goods amounting to {{rejected_goods_value}}.

3. A mutually agreed-upon discount for the non-conforming goods, if a partial acceptance is viable (subject to further negotiation and our operational requirements).

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. We will not be responsible for any deterioration or loss after {{number_of_days_holding_goods}} days from the date of this letter if collection is not arranged.

Payment Terms and Future Orders

Kindly note that payment for the non-conforming goods will be withheld or reversed. Future orders may be impacted if this issue is not resolved satisfactorily and promptly. We value our business relationship and hope for a swift resolution.

Contact Person

For any queries regarding this rejection, please contact {{our_contact_person_name}} at {{our_contact_person_phone}} or {{our_contact_person_email}}.

Sincerely

{{your_name}}

{{your_title}}