When composing a letter to address a quality issue with a supplier, clarity and politeness are key. Clearly state the problem with the product, reference relevant purchase order details, and request prompt action for replacement or repair. Enclose any supporting documentation, such as pictures, and request a root cause analysis report. Express hope for a swift resolution of the issue.
Sample Letter to Supplier for Quality Issue
From,
__________
__________
__________ (Sender’s Details)
Date: __/__/____ (Date)
To,
__________
__________ (Receiver’s Details)
Subject: Quality issue in product
Dear Sir/ Madam,
This letter is to inform you that we are facing a problem with recently purchased _________ (Item description) against our Purchase order No. _________. The __________ (Product description) is getting corroded/ not delivering performance as per technical specification/ deformation etc.
Please find enclosed pictures for your reference. Please check and arrange to replace/repair the same at the earliest. In addition, also kindly arrange to send a root cause analysis report for this problem.
We hope you will take the matter seriously and rectify the same on an urgent basis.
Truly,
__________ (Signature)
__________ (Name)
__________ (Contact Details)
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Sandeep Bhandari
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