When writing a letter to a company regarding a defective product, clarity and politeness are key. Start with a clear subject line, stating the issue concisely. Introduce yourself and provide details such as the purchase date, product name, model number, and invoice number. Clearly explain the issue with the product, whether it's damaged or not working, and express your desire for a replacement. Attach relevant documentation such as pictures and copies of the bill. Close with a polite thank you and your contact information. Avoid vague language and ensure all necessary details are included for the company to address the issue promptly.

Table of Contents:

Request Letter for Replacement of Defective Product

The Manager,
__________ (Company Name),
__________ (Address)

Date:__/__/____ (DD/MM/YYYY)

Subject- Defective product received

Respected Sir/Madam,

I, __________ (Name), recently purchased a __________ (product name) on _________(purchase date), from your renowned store, having model number __________ (Model Number) and bill/ Invoice no. _________ (Bill/Invoice number).

It is eventually the very first time I am buying something from your ________ (store/online website). I would like to bring to your notice that I bought the above-mentioned product and it was received defective. I ordered the product with great zeal. It was supposed to be delivered at my _________ (home/office/other location) and when I got the product, it was not in a position to be accepted, as the product was _________ (damaged/not working).

Please consider replacing the product as soon as possible, I am sending/ requesting a return pick up of the product to the ________ (store/online store), with a copy of the bill. I am even enclosing the pictures I took once I opened the product to show you the condition.

Thank you in advance,

Kind regards,
_________ (Name),
_________ (Contact Number)

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.

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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.

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.


  1. How should I address a letter regarding a defective product to a company?
    • Begin with a respectful salutation such as "Dear Sir/Madam" or "To the Manager" followed by a clear description of the issue.
  2. What details should I include in the letter?
    • Provide information about the purchase, including the product name, purchase date, model number, and invoice number. Describe the defect and state your request for resolution.
  3. Is it necessary to provide evidence of the defect?
    • It can be helpful to include pictures or documents illustrating the condition of the product to support your claim. Enclose these with your letter for reference.
  4. How should I conclude the letter?
    • End the letter with a polite expression of gratitude for their attention to the matter and provide your contact information for further communication if needed.
  5. What should I do if I need immediate assistance with a defective product?
    • If you require urgent assistance, consider contacting the company's customer service hotline or visiting their nearest store for immediate support.

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