Request Instructions to Return Rejected Goods

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{company_phone}}

Email: {{company_email}}

Website: {{company_website}}

Date

{{date}}

Supplier Information

{{supplier_company_name}}

{{supplier_address}}

Attention: {{supplier_contact_person}}

Subject: Request for Instructions to Return Rejected Goods - Order/Invoice No. {{order_invoice_number}}

Dear {{supplier_contact_person}}/Sir/Madam,

Details of Rejected Goods

This letter serves to formally request instructions for the return of goods supplied under the following details:

Purchase Order Number: {{purchase_order_number}}

Invoice Number: {{invoice_number}}

Date of Purchase/Delivery: {{purchase_delivery_date}}

Product Name(s) and Code(s): {{product_names_codes}}

Quantity Rejected: {{quantity_rejected}}

Reason for Rejection: {{reason_for_rejection}}

Description of Non-Conformity/Defect

The specific nature of the non-conformity or defect is as follows: {{detailed_description_of_defect}}.

We have attached supporting documentation, including photographs/inspection reports/test results (where applicable) for your review.

Request for Return Instructions

We request your urgent instructions regarding the return of these goods. Please specify the preferred method of return, including:

1. Return shipping address: {{return_shipping_address}}

2. Preferred courier/logistics provider: {{preferred_courier}}

3. Required documentation for the return: {{required_documentation}}

4. Any special packaging or handling instructions: {{special_packaging_instructions}}

5. Who will bear the cost of the return freight: {{return_freight_cost_bearer}}

Proposed Resolution

We propose the following resolution, subject to your agreement: {{proposed_resolution_e.g._replacement_credit_note_refund}}.

We would appreciate your prompt attention to this matter to facilitate a swift resolution.

Contact Information

Please direct all correspondence and instructions regarding this matter to:

Contact Person: {{your_contact_person_name}}

Email: {{your_contact_email}}

Phone: {{your_contact_phone}}

Signature Block

Sincerely,

-------------------------

{{your_name}}

{{your_title}}

{{company_name}}