Writing an effective request letter for returning items requires clarity and politeness. Clearly state the reason for the return and what you expect as a resolution. Avoid common pitfalls such as unclear language and omitting necessary details. Ensure to include essential information like the order date, purchase ID, and contact details for easy reference.

Table of Contents:

Sample Letter for Product Return

To,
The Manager,
__________ (Name of the company),
__________ (Address of the company)

Date: __/__/______ (date)

Subject: Request to return items

Dear Sir/Madam,

This letter is in reference to the order made on date __/__/_____ (date) having purchase ID _______ (Mention ID). I would like to bring to your urgent attention that the items received are _________ (damaged/defective/not working/any other).

Therefore, I would like to return the items and I want a _________ (replacement/reimbursement/other) of the same items. I am attaching the copy of the invoice/purchase order for your reference. I hope that you will process my request at the earliest.

Thank you for your assistance in this matter. I look forward to hearing from you soon.

Yours Truly,
_________ (Signature),
_________ (Name),
_________ (Contact details)

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FAQs

  • What should I include in my request letter for returning items?
    • Clearly state the reason for the return, mention the order date, purchase ID, and describe the condition of the items received.
  • Is it necessary to provide proof of purchase in the letter?
    • Yes, it's advisable to attach a copy of the invoice or purchase order for reference.
  • How should I address the recipient of the letter?
    • Use a polite salutation such as "Dear Sir/Madam" or "To the Manager" followed by a comma.
  • What should I do if I haven't received a response to my request letter?
    • Follow up with a polite reminder after a reasonable period, ensuring to include your contact details for easy communication.
  • Should I keep a copy of the request letter for my records?
    • Yes, it's a good practice to keep a copy of all correspondence for your records.

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