Letter to Supplier for Quality Issue – Sample Letter Regarding Quality Issue

Table of Contents:

• Sample Letter
• Live Editing Assistance
• How to Use Live Assistant
• Additional Template Options
• Download Options
• Share via Email
• Share via WhatsApp
• Copy to Clipboard
• Print Letter
• FAQs

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)

Live Editing Assistance

Live Preview

How to Use Live Assistant

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

Additional Template Options

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Download Options

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Share via Email

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Share via WhatsApp

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

Copy to Clipboard

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

Print Letter

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.

FAQs

• What should I include in a letter to report a quality issue with a product to a supplier?
  • Clearly state the problem with the product, reference relevant purchase order details, enclose any supporting documentation, and request prompt action for replacement or repair.
• Why is it important to request a root cause analysis report in such situations?
  • Requesting a root cause analysis report helps identify the underlying issue to prevent similar problems in the future and improve product quality assurance processes.
• What should I do if the quality issue affects multiple products or orders?
  • If the quality issue is widespread, it's advisable to address each affected product or order separately, providing specific details and references for each case.
• Should I express urgency in the letter if the quality issue is critical?
  • Yes, it's important to convey the urgency of the situation to the supplier to ensure prompt attention and resolution of the quality issue.
• What should I do if the supplier fails to respond or address the quality issue adequately?
  • If the supplier fails to respond or address the quality issue satisfactorily, consider escalating the matter through formal channels, such as lodging a formal complaint or seeking legal recourse if necessary.

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