When writing a letter requesting a replacement of a product under warranty, it's essential to maintain clarity and politeness. Start with a clear subject line indicating the purpose of the letter. Provide details about the purchased product, including model number, serial number, and invoice number. Clearly explain the issue faced with the product and mention any previous communication with customer support. Politely request a replacement as per the warranty or replacement policy. Include necessary documents like a copy of the printed bill for reference. Avoid vague language and ensure all relevant information is included for a successful resolution.

Table of Contents:

Request Letter for Product Replacement Under Warranty

The Store Manager,
___________ (Store Name),
___________ (Store Address)

Date: __/__/____

Subject- Replacement of the ________ (product- laptop/refrigerator/television).

Dear sir/madam,

I, _________ (Name) recently purchased a _____ (laptop/refrigerator/television/ other product), from your renowned store. The details of the product and purchase is as under:

Product model number _______
Product serial number _______
Invoice Number _____, dated _______

Within only _____ (Days/ Weeks) of use, the ______ (Product) started _______ (malfunctioning/ issue with the product). This is an unusual experience with a new product.

I had called your customer support and explained to them the issue with the product and It was informed to me that the product needs a part replacement.

I must admit that it is not a pleasant experience to get a part replacement in a brand new product. Hence, I request you to replace the ________ (product name) as per product warranty/ replacement policy.

Look forward to your immediate response.

Kind regards

________ (Name),
________ ( Contact Number)

Encl: Copy of the printed bill

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  1. What should I include in a letter requesting a product replacement under warranty?
    • Be sure to include details such as the product model and serial numbers, invoice number, and a clear description of the issue experienced with the product.
  2. How should I address the store manager in my letter?
    • Begin your letter with a polite salutation such as "Dear Sir/Madam" or "To the Store Manager," followed by a clear and concise explanation of the issue.
  3. Is it necessary to enclose a copy of the printed bill with the letter?
    • Yes, it's advisable to include a copy of the printed bill to validate the purchase and facilitate the processing of your replacement request.
  4. What tone should I use in my letter requesting a product replacement?
    • Maintain a polite and professional tone throughout the letter. Express your concerns clearly and respectfully, avoiding accusatory language.
  5. How long should I wait for a response after sending the letter?
    • While response times may vary, it's reasonable to expect a prompt acknowledgment of your letter and an indication of the next steps in resolving the issue. If you haven't received a response within a reasonable timeframe, you may consider following up with the store manager.

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