This form is a sample letter in Word format covering the subject matter of the title of the form.
Subject: Acknowledgment of Receipt of Unacceptable Merchandise Notice — [Order/Invoice number] [Your Name] [Your Title/Position] [Your Company Name] [Your Company Address] [City, State, ZIP] [Email Address] [Phone Number] [Date] [Customer's Name] [Customer's Address] [City, State, ZIP] Dear [Customer's Name], RE: Acknowledgment of Receipt of Unacceptable Merchandise Notice — [Order/Invoice number] I hope this letter finds you well. We appreciate your recent purchase from [Your Company Name], and we value you as a valued customer. However, we regret to learn that the merchandise you received does not meet your expectations or comply with the agreed-upon specifications outlined in our terms and conditions. We acknowledge your concerns and would like to assure you that we take this matter seriously. Our commitment is to provide you with high-quality products and outstanding service, and we apologize for any inconvenience this may have caused. We sincerely apologize for the oversight, and we assure you that steps are being taken to rectify this situation promptly. Upon receiving your notice, we have initiated an internal investigation to determine the reasons behind this discrepancy. We aim to identify any procedural failures that may have occurred during the packing, quality control, or shipping process. Our priority is to prevent any recurrence of such incidents in the future. To ensure a prompt resolution, we kindly request your cooperation in providing us with the following details: 1. Detailed description of the merchandise received, highlighting the specific aspects that are unacceptable or do not meet your expectations. 2. Photographs or any supporting documentation that can assist us in understanding the discrepancy. 3. Any additional information you deem necessary to expedite the resolution process. Once we receive the requested information, we will expedite the necessary actions to rectify the situation promptly. Our aim is to ensure your satisfaction and restore your trust in our products and services. In the meantime, we would like to inform you that we have initiated the process of arranging a return shipment for the unacceptable merchandise. Our team will coordinate with you to schedule the pickup, and we assure you that there will be no additional cost incurred on your part for the return shipping. Upon receipt of the returned merchandise, our quality control team will conduct a thorough inspection to identify the discrepancies and assess the root cause. Simultaneously, we will expedite the replacement or issue a refund, depending on your preference and product availability. We regret any inconvenience caused by this incident, and we assure you that we will do everything possible to rectify the situation promptly. We highly value your satisfaction as a customer and appreciate your patience during this resolution process. Should you have any additional questions or concerns, please do not hesitate to contact our customer service department at [Customer Service Contact Information]. Our team is available [mention business hours] to assist you and provide updates on the progress of your case. Thank you for bringing this matter to our attention, and we assure you that we are committed to resolving it to your satisfaction. Your feedback is invaluable in assisting us in improving our processes and ensuring an exceptional experience for all our customers. We genuinely value your business, and we look forward to serving you with the utmost dedication in the future. Sincerely, [Your Name] [Your Title/Position] [Your Company Name]Subject: Acknowledgment of Receipt of Unacceptable Merchandise Notice — [Order/Invoice number] [Your Name] [Your Title/Position] [Your Company Name] [Your Company Address] [City, State, ZIP] [Email Address] [Phone Number] [Date] [Customer's Name] [Customer's Address] [City, State, ZIP] Dear [Customer's Name], RE: Acknowledgment of Receipt of Unacceptable Merchandise Notice — [Order/Invoice number] I hope this letter finds you well. We appreciate your recent purchase from [Your Company Name], and we value you as a valued customer. However, we regret to learn that the merchandise you received does not meet your expectations or comply with the agreed-upon specifications outlined in our terms and conditions. We acknowledge your concerns and would like to assure you that we take this matter seriously. Our commitment is to provide you with high-quality products and outstanding service, and we apologize for any inconvenience this may have caused. We sincerely apologize for the oversight, and we assure you that steps are being taken to rectify this situation promptly. Upon receiving your notice, we have initiated an internal investigation to determine the reasons behind this discrepancy. We aim to identify any procedural failures that may have occurred during the packing, quality control, or shipping process. Our priority is to prevent any recurrence of such incidents in the future. To ensure a prompt resolution, we kindly request your cooperation in providing us with the following details: 1. Detailed description of the merchandise received, highlighting the specific aspects that are unacceptable or do not meet your expectations. 2. Photographs or any supporting documentation that can assist us in understanding the discrepancy. 3. Any additional information you deem necessary to expedite the resolution process. Once we receive the requested information, we will expedite the necessary actions to rectify the situation promptly. Our aim is to ensure your satisfaction and restore your trust in our products and services. In the meantime, we would like to inform you that we have initiated the process of arranging a return shipment for the unacceptable merchandise. Our team will coordinate with you to schedule the pickup, and we assure you that there will be no additional cost incurred on your part for the return shipping. Upon receipt of the returned merchandise, our quality control team will conduct a thorough inspection to identify the discrepancies and assess the root cause. Simultaneously, we will expedite the replacement or issue a refund, depending on your preference and product availability. We regret any inconvenience caused by this incident, and we assure you that we will do everything possible to rectify the situation promptly. We highly value your satisfaction as a customer and appreciate your patience during this resolution process. Should you have any additional questions or concerns, please do not hesitate to contact our customer service department at [Customer Service Contact Information]. Our team is available [mention business hours] to assist you and provide updates on the progress of your case. Thank you for bringing this matter to our attention, and we assure you that we are committed to resolving it to your satisfaction. Your feedback is invaluable in assisting us in improving our processes and ensuring an exceptional experience for all our customers. We genuinely value your business, and we look forward to serving you with the utmost dedication in the future. Sincerely, [Your Name] [Your Title/Position] [Your Company Name]
