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Goods return letter format

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Goods return letter format
March 15, 2019 1st Anniversary Wishes 3 comments

If you receive a parcel that contains damaged goods, the seller is responsible for replacing them and for covering the cost of return postage.

Looking for goods return letter to supplier template format? Here is Material return in professional business format or purchase note to supplier for download in printable format. Although, there are various invoice format and some small inventory software for keeping a record of vendors and suppliers in inventory and supply chain management.

Any process in the companies is carried out through proper documents and following a specific process and this is also true for returning faulty or damaged goods to the manufacturer.

Here are a well-designed goods return letter to supplier template is added here which can be downloaded free of cost to ensure you are able to return the faulty goods with proper records and documents.

Different types of items and inventory are ordered on daily basis and therefore received as well, however, some of the inventory you may receive is not in the condition for which you are paying for, therefore it must be returned to the supplier and adjustments are then made in the invoice accordingly.

  1. Letter of request for return of goods
  2. Material return letter format
  3. Business letter for return of goods
  4. Purchase return letter format

Goods Return Letter to Supplier Template Features

Here is a well prepared, free template added here for the purpose, which can keep your warehouse full with right inventory.

No need to create a letter yourself with the formal content

  1. Letter returning an item must be in a proper format to make it recognizable and therefore if you create it yourself, you might miss out any details.
  2. This letter added here is prepared with the right format, which is acceptable worldwide, therefore it can be used anywhere.

It ensures you pay for the right items.

  1. For any goods you are returning, you might not be interested in paying for them.
  2. You will get an invoice which only includes the items which are in your warehouse and the amount is deduced for the returned items.
  3. It makes the calculation automatically.

Sample Claim Letter for Damaged Goods

If you receive damaged items, you may need to return them in the specific time or particularly under the warranty time, therefore, this letter is added here, so that you are able to claim the amount of money you have paid for the damaged goods already.

Goods return the letter to supplier template is ready for editing, so just custom changes and use for own business now.

You can use this sample letter when you have moved out of the premises and left some goods behind, and cannot access them unless the landlord or agent.

Request for replacement of damaged goods letter, defective items sample

goods return letter format

Sample Letter format to Return Defective Product

[Here briefly focus on sample Letter format to Return Defective Product. You show a specific cause.  You can modify these formats as your requirement.]


Authority name…

Institute/Supply company name…


Sub: Letter for Return Defective Product

Dear Sir ,

We have placed an order of 100 furniture (Product type) desk dated (date) and shipment reached (Date). As you know, it would spoil our reputation as the shipment of 45 desks (Number of defective products) was found defective.

I hope you would take the necessary steps to stop recurrence. We are keeping those desks at our store room.

We are waiting for your response soon as we believe it was in adventure mistake.

Yours Sincerely,

Your name…

Job Designation…

Institute/Company name…


Another format,


Authority name…

Institute/Supply company name…


Respected Client,

We the management of your branch is actually hired few people for our organization which is really doing a great job and giving great business to our company. This is for the first time that we have received a complaint and we highly regret that and we assure you that we are not going to suffer from this kind of problem in future and we really apologize for our mistake. (Show your actual problem and situation). We are definitely going to replace that defected material and provide you with even better quality soon.

Hope you will remain our customer for lifelong. Happy customer services.

Your name…

Job Designation…

Institute/Company name…

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Acknowledge the Return of an Item For Exchange, Refund or Credit

goods return letter format

Goods are basically the tangible and movable items that fulfill human needs. All the necessities and luxuries are basically termed as goods. In contrast, services are intangible and they satisfy the human wants by using human workforce. Goods and services have the wide range of terms and conditions.

Both goods and services have some amount of tax that is always paid as it is included in their cost. When it calls for goods; there can be various conditions like purchasing of goods and their delivery. Sometimes the shipping of goods covers different conditions. Sometimes faulty goods are received then a refund or replacement takes place.

Apart from all this when shifting or movement occurs from either a city or certain premises; the return of the goods or the belongings generally seems. In such cases, the request is being sent to the landlords or owners for return.

Such letters may contain the details about the vacated day and date along with the charges if signed in the related contract. And the delivery addresses and contact numbers are most important in such letters.

Sample Letter

I hope you are doing well. As per the contract, I have vacated the office on the fifth floor in your Softech plaza. It was being the most satisfactory tenancy in the long course of my business. I have vacated it on 17th November 2017. I, therefore, request you to deliver my goods to the mentioned address.

My goods include three laser printers, five computer systems, two fax machines and one photo state machine. All of them are completely functional. According to the contract between us, I vacated the office before the due date.

My one-year contract was until 20th November 2017. I am not liable for the delivery charges. Enclosed with the letter are my address and phone number where you can deliver all the goods. I request you to please contact and confirm before delivering the respective goods as to avoid any mismanagement and hurdles. I shall be very thankful to you for in-time response and delivery.


Format MS Word | Download

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Amlia Amber

Amlia Amber is a freelance graphic and web designer who has a love for creativity and enjoys experiment with various techniques in both print and web. Amlia is the originator and primary contributor of contents for this website.

Here is a sample letter you can use to notify your manufacturer or supplier of We are returning the damaged goods to your company for full.

Request Letter for Return of Goods

goods return letter format

Sample Letter #1


We are sorry that the 3D exercise machine did not meet your expectations. From your letter I understand that you would like a refund rather that a different model. Please return the machine in its original package and we will promptly refund your purchase price.

We appreciate being able to serve you and hope that you will find other Doe fitness products to your liking. We are committed to providing superior products at affordable prices. Please accept a complimentary catalog of our full line of sports equipment.

Sample Letter #2


We received your return shipment of twelve size 9D shoes in today's delivery and have credited your account accordingly. We are sorry that they appear to be mislabeled.

Our customer service division is studying how such an error could have taken place. Thank you for your understanding. We look forward to serving you in the future.

Sample Letter #3


We received the defective model X100 printer you returned. Unfortunately this unit was one of a small lot that escaped final inspection. We have already issued a recall notice to other X100 owners--the first in our 15 years of operation.

A new, tested X100 is being shipped to you by air courier. We trust the new unit will fully meet your expectations and we look forward to doing business with you again.

Sample Letter #4


This letter is to acknowledge receipt of the portable stereo you purchased from our mail-order company. We deeply regret that the unit was damaged in shipping, and apologize for the inconvenience. We have shipped a new stereo by express mail, and it should arrive within five business days.

Please also accept the enclosed coupon for 20% off of your next purchase. We appreciate your business and thank you for your patience. Again, please accept our apologies for our error. We hope you will allow us to serve you again soon.

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Complaint letter template for goods you bought. [Your name] To resolve the problem I would like you to [state the action you require e.g. refund, repair etc.].

goods return letter format
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