If you have purchased any item from a dealer, which showed faults after sometime, what course of action will you take? If the specific product is under warranty period, you can return it to the seller of merchandiser.
It is common practice to offer Warranty to the buyer, when they purchase merchandise, machines, electronic and consumer products, vehicles and similar, innumerable number of products. This is a guarantee that, if the product does not perform perfectly within the Warranty period and if it is manufacturing defect, the seller/manufacturer/dealer would repair the faulty product or any part of the item, which is not functioning perfectly, free of cost. The customer can send such faulty product to the manufacturer, who would investigate the fault and repair them. The Warranty period may extend from 6 months to few years.
It is not only the manufacturers, who replaces or repairs the faulty products but, even dealers have separate service and maintenance section for fault repairs. They repair the product, either by charging repair cost or free of cost, provided it is under warranty period.
It is also to be noted that, when the customer or dealer returns the faulty products to manufacturer or seller, it is common practice to write a letter to the merchandiser supplier, informing them about the faults. After going through the content of the received letter, the manufacture or dealer acknowledge the receipt of the letter and reply to the buyer that, his product has been received by them and would be repaired at the earliest.
The manufacturer may also direct the customer to get in touch with their dealer, whose location is nearest to the customer and inform them about the faults and repair of the product. In some cases, the dealer or manufacturer even send the service engineer to the buyer place to repair the small faults.
Below given Acknowledgement of Merchandise Returned for Repair letters, will guide you in writing your own letter, informing the buyer about the receipt of their product and letter for the product repair.
The first letter is the acknowledgement of product received for the repair and another contains the information, where the customer was supposed to get in touch with the dealer, instead of manufacturer for the repairs. But, still the manufacturer informs the buyer to pack the product and send it to them for repairs.
Acknowledgement of Merchandise
Returned for Repair Letter template
(Letter Head/Header) _____________________
[Sender’s Name] ________________________
[Sender’s Address]______________________
____________________________[Sender’s Telephone]
____________________________[Sender’s Email]
Date ___________________
To, ___________________________[Recipient’s Name]______________Recipient’s Title (if Applicable) Ref: _____________________ [Subject]
Dear __________ (Recipient Name) The ___________________ (product name and model number) that you mailed to us for repair was received on __________________(date) by us.
We will be returning it to you as soon as the necessary adjustments and repairs are made.
We are sorry that you experienced a problem with our product and want to thank you for purchasing a__________________(name of product).
__________________[Date].
_________________________
[Valediction (Sincerely, Respectfully, Best Regards, etc.)]
_____________________________(Sender Title/Position]
Enclosures:([Number of Enclosure]) if applicable CC.: _______________________ (if Applicable)
Acknowledgement of Merchandise
Returned for Repair Letter template
(Letter Head/Header) ________________________[Sender’s Name] ___________________
[Sender’s Address]____________________
____________________________[Sender’s Telephone]
____________________________[Sender’s Email]
Date ___________________
To, ___________________
[Recipient’s Name]______________Recipient’s Title (if Applicable)
Ref: _____________________ [Subject]
Dear _________________(Recipient Name),
We are sorry to hear that you have been experiencing problems with our product ___________(Product), ——————–Model No.
While we do ask that our customers contact their dealer in the event of a problem, we recognize that, in your case, it this would be impossible. Therefore, if you will carefully package the unit in its original carton and send it to us, our service engineers will put it through a thorough examination to determine the source of the problem.
If the problem turns out to be a minor adjustment, we shall make the repair and be sure to return the _________(Product Name) to you within 3 days. If our determination is that the unit is defective, we will send you an immediate replacement.
Again, I am sorry that you experienced this difficulty and wish to thank you for your patience and for purchasing our product._____________________
[Valediction (Sincerely, Respectfully, Best Regards, etc.)]______________________(Sender Title/Position)
Enclosures:([Number of Enclosure]) if applicable
CC.: _______________________ (if Applicable)