Replacing Rejected Goods

Company Letterhead

{{company_name}}

{{company_address}}

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

Date

{{date}}

Supplier Information

{{supplier_company_name}}

{{supplier_address}}

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

Dear Sir/Madam,

Introduction

This letter serves as a formal request for the replacement of goods supplied under Purchase Order Number {{order_number}}, dated {{order_date}}. The goods were delivered on {{delivery_date}} and subsequently rejected due to the reasons detailed below.

Details of Rejected Goods

The following items from the aforementioned order were rejected:

| Item Number | Product Description | Quantity Ordered | Quantity Rejected | Reason for Rejection |

|-------------|---------------------|------------------|-------------------|----------------------|

| {{item_1_number}} | {{item_1_description}} | {{item_1_quantity_ordered}} | {{item_1_quantity_rejected}} | {{item_1_rejection_reason}} |

| {{item_2_number}} | {{item_2_description}} | {{item_2_quantity_ordered}} | {{item_2_quantity_rejected}} | {{item_2_rejection_reason}} |

| {{item_n_number}} | {{item_n_description}} | {{item_n_quantity_ordered}} | {{item_n_quantity_rejected}} | {{item_n_rejection_reason}} |

Supporting documentation, including inspection reports and photographic evidence (if applicable), is attached herewith for your review. (See Appendix A)

Request for Replacement

In accordance with our agreement and your company's warranty/returns policy, we request the immediate replacement of the rejected goods. We expect the replacement goods to be in full conformity with the specifications outlined in Purchase Order Number {{order_number}} and to be free from any defects or damages.

Please advise on the estimated shipping date for the replacement goods and the procedure for returning the rejected items. We expect the replacement to be at no additional cost to us.

Required Action and Timeline

We request a response to this letter within {{response_timeline}} business days, outlining your proposed course of action and the timeline for delivery of the replacement goods. Failure to address this matter promptly may result in further action, including but not limited to, cancellation of the order, withholding of payment, or seeking alternative remedies.

We anticipate a replacement delivery by {{replacement_delivery_date}}.

Contact Information

Please direct all correspondence regarding this matter to {{contact_person_name}} at {{contact_person_email}} or {{contact_person_phone_number}}.

Conclusion

We look forward to your prompt attention to this matter and a swift resolution.

Sincerely,

Signature Block

_____________________________

{{buyer_name}}

{{buyer_title}}

{{company_name}}