Sample 1:
[Date]
Dear [Name of Recipient],
We are writing to inform you about the defective goods that were shipped to us on [Date received]. Listed below is the detailed explanation on the defects of the products:
[Explanation on the defective products]
We would like you to replace the defective goods or give us a full refund for the product if possible. We can re-ship the products to you at your expense. We are looking to hear from you.
Thank you for your consideration.
Sincerely,
[Name of Sender]
Sample 2:
[Date]
[Name of Company]
[Address]
[Zip Code]
Dear [Name of Recipient],
We received a complaint on a few products manufactured or sold by your company because of certain defects. We attached the complaint of the customers with regard to the product together with this letter.
We would like to ask you for the replacement of the defective products as we will need to resend them to our customers. However, the reshipment of the defective products to your company will be at your expense.
Thank you for your cooperation.
Sincerely,
[Name]
[Title]
[Email]
[Phone Number]
Sample 3:
[Date]
To: [Supplier]
We have purchased a product from your company with the following description:
[Description of the product]
One of our customers made a claim on the product because of some defects that they found. We attached the information provided by the customer, including the contact numbers.
We are asking for some clarifications on the products and if there is indeed a problem on the product that we purchased from your company, we will request that you replace them immediately and we will reship the defective merchandise at your expense.
If a legal action is filed against us, we will look to you for full indemnification.
Thank you for your cooperation.
Sincerely,
[Name]
[Title]
[Email]
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