Georgia Sample Letter for Defective Goods

• Category: Letters - Nonlegal - Customers
• State: Multi-State
• Control #: US-0191LR
• Format: Word; Rich Text

Description

This form is a sample letter in Word format covering the subject matter of the title of the form.

Subject: Seeking Resolution in Case of Defective Goods — [Your Company Name] [Your Name] [Your Designation] [Your Company Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date] [Recipient's Name] [Recipient's Designation] [Supplier/Organization's Name] [Address] [City, State, ZIP Code] Dear [Recipient's Name], I am writing to formally bring to your attention an important matter regarding defective goods that were supplied to our esteemed company, [Your Company Name]. As one of your loyal customers and a long-term business partner, we value the quality of your products and services, and it is disheartening to find ourselves in this predicament. On [date of purchase], our company ordered and subsequently received a consignment of [specify defective goods], accompanied by the corresponding invoice number [invoice number] and purchase order [purchase order number]. Regrettably, upon inspection, it became apparent that a significant percentage of the delivered goods were non-functional/ faulty/ flawed, rendering them unsuitable for their intended purpose. The defects observed in the goods include [describe the specific issues], which are in clear violation of the mutually agreed-upon quality standards, industry regulations, and your own implied quality assurance. It is evident that these defects occurred either during the manufacturing process or were a result of inadequate packaging or transportation handling. As per our contractual agreement, we request that you take immediate action to rectify this unfortunate situation. Our preferred resolution is as follows: 1. Replace and Deliver Functional Goods: We request an immediate replacement of the defective goods with the same quantity of functional goods, adhering to the agreed specifications, and within a reasonable timeframe. 2. Compensate for Damages: Due to the inconvenience and disruption caused by these faulty goods, we expect suitable compensation for the losses incurred. This includes financial compensation to cover any additional costs associated with repackaging, transportation, or procurement of alternative goods during the defective goods' absence. We firmly believe in the importance of maintaining strong business relationships and are optimistic that our longstanding partnership will enable us to resolve this matter amicably. Therefore, we kindly urge you to address our concerns promptly to avoid further escalation or legal actions. Attached to this letter, you will find supporting documents such as copies of the invoice, purchase order, and any other relevant evidence of the defective goods. We request that these documents be handled with the utmost confidentiality and used solely for the purpose of investigating and addressing this issue. Prompt response within [specify a reasonable timeframe, e.g., 10 business days] from the date of this letter is highly anticipated. We trust that you share our commitment to providing quality goods and services to your customers and will take immediate steps to rectify the situation. Should you require any further information or discuss this matter personally, please do not hesitate to contact me at the provided phone number or email address. We hope to resolve this issue swiftly and amicably, preserving our mutually beneficial partnership. Thank you for your prompt attention to this matter. Sincerely, [Your Name] [Your Designation] [Your Company Name]