Sample Letter to Return Products, or Ordered Items or Replacement

Want to return or replace the ordered Products? Sample request letter to return the defective products or ordered items to the company, suppliers, clients, or vendors. If it is mentioned in the purchase order, then the defective purchased items can be returned to the supplier. In addition, the buyer can mention in the purchase order that the defective items will be returned, and no cost will be paid as delivery charges or production, material cost, etc.

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Request for Return or Replacement Faulty Product

Subject: Request for Refund or Replacement of Faulty Product

Respected Seller,

I have purchased (product name) from your shop dated (date here). But when checked at home, it is not working and seems faulty.

You are requested to either replace the (product name) immediately or give us a refund. The order receipt and image of the product are attached for you to view.

I will be thankful for your cooperation and replacement.

Sincerely Yours,

Your Name

Sample Letter Requesting Return & Replacement of Goods

Sir. I ordered (Ordered Product Name) a few days ago, but I have received (Wrong Delivery of Product Name). Therefore, which I don’t need, I request you to please replace the (Wrong Delivery of Product Name) Immediately with (Ordered Product Name), and you can take (Wrong Delivery of Product Name) back. I will be thankful to you.
Sincerely Yours,
Your Name

Sample Letter to Return Surplus Items

Dear Sir,

Reference is made to our contract agreement for the supply of maintenance stores required for our factory machines. It is to inform you that We received the stores supplied by you against the above-quoted contract, acknowledged by our firm as per quantity, and quality is required to be returned as some of the machines have been sold out by our company. In this way, the stores delivered by you have become surplus to our requirement. Therefore, you are requested to kindly collect the store in question from our firm warehouse as soon as possible.


Your Name

Letter to Return Defective Products

Dear Sir/Madam,

Thank you very much for delivering our recent order for 3,000 Printed Shirts as per our purchase order. We always found your service as per the required standards, but this order contains defective pieces. Our Quality Control Unit found more than 500 faulty pieces of shirts, and we want an urgent replacement or return of these pieces as per the terms and conditions written on the purchase order. Please process this request, and update me about your decision. Looking for your response.


Your Name

Letter to Return Spare Parts

Dear Shaista,

We bought imported spare parts for Honda Atlas Cars for various Models from (date to date). As per our purchase order terms & conditions, we can return and replace these parts within 45 days after receiving the order and comparing your prices in the open market. However, we found your prices are quite higher with the same quality. Therefore, we request you to please return these spare parts, or revise your sale price for adjustments on a quotation for our management review. We will be thankful to you.


Your name

Sample Letter to Return Products or Ordered

Concerning the attached invoice copy, I am writing you to let you know that on April 18 (Date), I placed an order for the lot of 100 pieces of eye shadow kit from your brand. We received the order timely. So I must appreciate you for this. But after I opened it, I found the 78 kits to be broken of four shade colors.

I am sending the order back to you and rejecting the order placed by me due to defective pieces of delivery.

Please let me know within one week whether you will refund my payment or replace the defective pieces of the order. Also, I would like you to know that I intend to file a case against you if my claim is not going to be settled somehow.

Waiting for your timely response.

Sincerely Yours,

Your Name

Return Ordered Products Letter to Supplier

Dear Sir,

We ordered a power filter plant which we received yesterday. We first thought it would fit in the place we had appointed for such a filter, but the space to keep it is small. Therefore, we are unable to assemble the plant in the required place. As we have not used it or opened its packing, we request a return of the product. We also request the return of the payment we have given to the plant.


Your Name

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9 thoughts on “Sample Letter to Return Products, or Ordered Items or Replacement”

  1. Hi, Please help me out. I did not receive the item cause of customs delay for 3 weeks now and want to cancel the item and return back to the shipper.

  2. a letter for a client… he is not paying for ordered item and afrer 3 years of use. he want replacement. we want our product retun.

  3. can i get the formal letter for rutern packaging material to client because of renovation and did not have space

    1. Request Letter to Pick up Your Finishes Goods Immediately

      Dear Sir,

      Thank you very much for your order. I would like to inform you that your ready-packaged goods are available for immediate delivery. You are requested to pick up your finished goods immediately. Because we are doing renovation work and there is a risk that your finished goods will be damaged. I will be thankful to you.

      Sincerely Yours,

      Your Name

  4. I ordered the BEYOND Gum in mint but received the gum in berry lush. I don’t like fruity gum and
    would like to have a replacement for the mint Beyond Gum. Karen McDjole

    1. Sir. I ordered (Mint Beyond Gum) a few days ago but I have received (Bery Lush Gum). Which I don’t need I request you to please replace the (Beyond Gum) Immediately with Mint Beyond Gum and you can take (Bery Lush Gum) back. I will be thankful to you.
      Sincerely Yours,
      Your Name

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