Occasionally, a buyer may be dissatisfied with the product he purchased. This might be the result of a lapse in judgment on the part of the consumer, or it could indicate that the product in question is flawed in some way.
It’s up to the consumer if this is the case to return the item to the manufacturer and request a new one. These are purely official letters in which the client requests a replacement for a defective product as quickly as feasible.
Responses to such letters serve as an acknowledgment letter, indicating that the firm received the letter and is prepared to send a replacement to the recipient.
When an item is returned, acknowledge it.
- Write in a way that conveys remorse.
- Refrain from responding negatively to the customer’s complaint
- In a formal tone, write it.
- Assure the customer that the issue will be resolved as soon as possible by explaining the cause of the issue.
Template to Acknowledge the Item’s Return
We provide a complimentary Acknowledge of the Return of the Item Acquired form to get you started. Customize the.doc or.pdf file by downloading it. Check out a few of the sample letters below if you need more guidance or examples.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Acknowledgement of the Return of the _____ (What Product is Found Defective) Acquired
Dear _____(Sir or Madam),
We are really sorry for the inconvenience you had with the defective model of the _______ (Which Product is Found Defective). We received a letter stating that you would like a different model.
We will replace the same for you if you can please send the _______ (Which Product is Found Defective) with the original bill and we will transport the model you requested.
We assure you that this would be a model you like and you will not face any problem. We apologize for this defective piece but do assure you that this would not be repeated and you would soon receive the replacement.
Please accept the discount coupon which you can avail on the next purchase. We appreciate your patience and look forward to serving you in future as well.
Thanking You
Yours truly,
Name and SignatureAcknowledge the Item’s Return Sample, Email, and Example/Format
Sample
From,
___
____
_______
Date-
To,
______
____
_______
Subject: Receipt of defective articles and replacement guarantee
Dear Mr./Ms.______,
We at ABC would like to apologize, first of all, for the broken piece that was sold to you. As our prized customer, you should have received better service. However, with the technical glitches that accompany the refurbishing of our offices, we suppose this is something that will have to be avoided religiously.
We take full responsibility, of course, for the defective item you received and we are therefore more than willing to replace it. As you know, we will be following our 30-day replacement policy in this case. Please note that you will, therefore, receive your replacement by the end of this current month.
Also, be reassured that the replacement will not be a faulty piece. Extra care will be taken to ensure that you find no problems with your newest acquisition. As an additional sorry, we will also be attaching a Special Gold Bonus card with your replacement, which will help you secure exciting offers and discounts in your upcoming purchases. We hope this helps!
Apart from this, you are free to call up our customer service departments anytime you wish. You may also write to us with any feedback you might have. We are sorry for any inconvenience caused.
Regards,
______ [Name and designation]Email Format
To: name@email.com
From:name@email.com
Dear Name,
We are sorry for the inconvenience you had with the defective model of the computer. We received a letter stating that you would like a different model. We will replace the computer for you if you can please send the computer with the original bill and we will transport the model you requested.
We assure you that this would be a model you like and you will not face any problem. The last model was from the lot which was missed out from the stages of testing. It happens very rarely, but we apologize for our mistake and assure you that we will be providing you with the new model as soon as possible.
Please accept the discount coupon which you can avail on the next purchase, and we appreciate your patience and thank you for your business. We hope you will allow us to serve you in the future also
Sincerely
Your name.Also Checkout: Acknowledge Recipient of Resume Letter
