Business Letters

Sample Letter to Return Products or Ordered Items

Sample request letter to return the defective products and 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. 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 and material cost etc.

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 the stores supplied by you against the above-quoted contract were received and acknowledged by our firm as per quantity and quality is required to be returned back 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. You are therefore requested to kindly collect the store in question from our firm warehouse as soon as possible.


Tanveer Manager Purchase

Letter to Return Defective Products

Dear Ms. Ansa Malik,

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


Sana Saghir

JTek Embroidery Services

Letter to Return Spare Parts

Dear Shaista,

We bought imported spare parts of Honda Atlas Cars for various Models ((Date) to 2014) in June 2014. As per our purchase order terms & conditions we can return, replace these parts within 45 days. After receiving the order and making a comparison of your prices in the open market. We found your prices are quite higher with the same quality. 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.


Urooj Ashraf

Manager Purchase

Ravi Motors Lahore

Sample Letter to Return Products or Ordered

With reference to the invoice copy attached, I am writing this letter to you to let you know that on April 18, (Date), I placed an order for the lot of 100 pieces of eye shadow kit of your brand. The order was received timely to me. I must appreciate to 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 as a result of defective pieces of delivery.

I want you to let me know within one week, whether you are going to remit my payment or will replace the defective pieces of the order. 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.

Return Ordered Products Letter to Supplier

Dear Sir,

We ordered a power filter plant which we had received yesterday. We first thought that it would fit in the place we had appointed for such a filter but the space to keep it is small. 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.


Ayyaz Meer

Sample Letter to Return Products or Ordered Items
Sample Letter to Return Products or Ordered Items

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