Replacing Rejected Goods

Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date and Reference

Date: {{date}}

Our Reference: {{our_reference_number}}

Supplier Information

Supplier Name: {{supplier_name}}

Supplier Address: {{supplier_address}}

Attention: {{supplier_contact_person}}

Subject

Subject: Request for Replacement of Rejected Goods - Purchase Order No. {{purchase_order_number}}

Original Order Details

Dear {{supplier_contact_person}},

This letter serves as a formal notification regarding the rejection of goods received under Purchase Order Number {{purchase_order_number}}, dated {{purchase_order_date}}. The shipment was received on {{delivery_date}}.

Details of Rejected Goods

Upon inspection, the following items were found to be {{reason_for_rejection}} (e.g., defective, non-conforming, damaged) and are hereby rejected:

| Item No. | Product Description | Quantity | Reason for Rejection | Original Lot/Batch No. (if applicable) |

| :------- | :------------------ | :------- | :------------------- | :------------------------------------- |

| {{item_no_1}} | {{product_description_1}} | {{quantity_1}} | {{reason_1}} | {{lot_batch_no_1}} |

| {{item_no_2}} | {{product_description_2}} | {{quantity_2}} | {{reason_2}} | {{lot_batch_no_2}} |

[[Add more rows as needed for additional rejected items]]

Evidence of the {{reason_for_rejection}} (e.g., photographs, inspection reports) has been attached/will be provided separately for your review.

Request for Replacement

In accordance with our contractual agreement and your terms and conditions, we hereby request the immediate replacement of the aforementioned rejected goods. We require replacement goods that are in full compliance with the specifications outlined in Purchase Order No. {{purchase_order_number}}.

Please confirm the timeline for the delivery of the replacement goods and provide details on how the rejected items will be collected from our premises at {{your_company_address}}.

Impact and Resolution

The rejection of these goods has caused {{impact_description}} (e.g., delays in our production schedule, disruption to our customer deliveries). We kindly request your prompt attention to this matter to mitigate any further adverse effects. We expect the replacement goods to be delivered by {{required_delivery_date}}.

Contact Information

Please contact {{your_name}} at {{your_phone_number}} or {{your_email}} to discuss this matter further and confirm the arrangements for replacement and collection.

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}