Santa Clara California Sample Letter for Return of Purchase Order and Request for Advance Payment

• Category: Letters - Nonlegal - Customers
• State: Multi-State
• County: Santa Clara
• Control #: US-0457LR
• Format: Word; Rich Text

Description

Sample Letter for Return of Purchase Order and Request for Advance Payment [Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date] [Supplier's Name] [Supplier's Address] [City, State, ZIP Code] Subject: Return of Purchase Order and Request for Advance Payment Dear [Supplier's Name], I hope this letter finds you in good health and high spirits. I am writing to discuss an urgent matter regarding the recent purchase order made from your esteemed company. First and foremost, I would like to express my sincere appreciation for the efficient processing and timely delivery of the goods as per our initial agreement. However, upon inspection, it has come to our attention that there was an error in the order placed. I regret to inform you that the delivered merchandise does not match the specifications outlined in our purchase order (reference number: [PO number]). Our company is dedicated to providing the highest quality products to our customers, and it is essential for us to maintain and exceed their expectations. Consequently, we kindly request you to arrange for the return of the incorrect items as soon as possible. To expedite the process, I have enclosed a copy of the purchase order and attached a printed shipping label for your convenience. Furthermore, I would like to request an advance payment to cover any additional expenses that might arise from this unfortunate situation. It is crucial for us to maintain our inventory levels and fulfill our customers' needs promptly. Therefore, the advance payment would enable us to reorder the correct items promptly, ensuring minimal disruption to our operations. We highly value our business relationship and believe your assistance in this matter will further strengthen our partnership. Please inform us of your preferred method of refund for the returned goods and kindly reimburse the purchase amount to our company account ([Account Number]). Additionally, we kindly request you to grant us a credit note for the logistical costs incurred while returning the items. We deeply apologize for any inconvenience caused by this unintentional oversight. We appreciate your cooperation in resolving this matter swiftly, and we look forward to receiving your prompt response. If you have any queries or require further documentation, please do not hesitate to contact our procurement manager, [Name], at [Phone Number] or [Email Address]. Thank you for your understanding, and we are confident that through your support, we can rectify this situation promptly. Yours sincerely, [Your Name] [Your Position] [Company Name]

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date] [Supplier's Name] [Supplier's Address] [City, State, ZIP Code] Subject: Return of Purchase Order and Request for Advance Payment Dear [Supplier's Name], I hope this letter finds you in good health and high spirits. I am writing to discuss an urgent matter regarding the recent purchase order made from your esteemed company. First and foremost, I would like to express my sincere appreciation for the efficient processing and timely delivery of the goods as per our initial agreement. However, upon inspection, it has come to our attention that there was an error in the order placed. I regret to inform you that the delivered merchandise does not match the specifications outlined in our purchase order (reference number: [PO number]). Our company is dedicated to providing the highest quality products to our customers, and it is essential for us to maintain and exceed their expectations. Consequently, we kindly request you to arrange for the return of the incorrect items as soon as possible. To expedite the process, I have enclosed a copy of the purchase order and attached a printed shipping label for your convenience. Furthermore, I would like to request an advance payment to cover any additional expenses that might arise from this unfortunate situation. It is crucial for us to maintain our inventory levels and fulfill our customers' needs promptly. Therefore, the advance payment would enable us to reorder the correct items promptly, ensuring minimal disruption to our operations. We highly value our business relationship and believe your assistance in this matter will further strengthen our partnership. Please inform us of your preferred method of refund for the returned goods and kindly reimburse the purchase amount to our company account ([Account Number]). Additionally, we kindly request you to grant us a credit note for the logistical costs incurred while returning the items. We deeply apologize for any inconvenience caused by this unintentional oversight. We appreciate your cooperation in resolving this matter swiftly, and we look forward to receiving your prompt response. If you have any queries or require further documentation, please do not hesitate to contact our procurement manager, [Name], at [Phone Number] or [Email Address]. Thank you for your understanding, and we are confident that through your support, we can rectify this situation promptly. Yours sincerely, [Your Name] [Your Position] [Company Name]