Writing an effective letter to request a material return requires clarity and politeness. Clearly state your name, company, and the issue with the material received. Mention the order ID and specific problem. Be polite and express gratitude, mentioning your willingness to provide further information if needed. Avoid unclear language and ensure all relevant details are included for a smooth process.
Sample Material Return Request Letter
To,
The ______ (Designation),
__________ (Name of the company),
__________ (Address of the company)
Date: __/__/______ (date)
Subject: Request for Material Return
Dear Sir/Madam,
My name is _________ (Your name), and I am writing on behalf of ______ (Your company name), where I serve as __________ (Your Designation).
I am reaching out in reference to the recent purchase order with the ID _________ (Mention Order ID). We placed an order for __________ (Material), and unfortunately, upon inspection, we identified ________ (Specify the issue – damaged/defective/quantity issue/mention the specific problem) with the delivered material.
I kindly request your assistance in initiating the return process for the aforementioned material. Additionally, it would be highly appreciated, if you could facilitate the _________ (reimbursement of the corresponding amount/other). Attached herewith is the invoice for your reference.
If you need any further information or would like to discuss this matter, please feel free to contact me using the details provided below.
Thank you for your prompt attention to this matter.
Yours sincerely,
__________ (Your Name),
__________ (Designation)
__________ (Contact details)
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Sandeep Bhandari