Sample Letter format to Return Surplus Items

Sample Letter format to Return Surplus Items

[These are Sample Request Letter format to Return Surplus Items to company, suppliers, clients or vendors. Buyer can mention in the purchase order that the surplus items will be returned and no cost will be paid as delivery charges or production and material cost etc.]

Date…

Supplier name…

Company/organization name…

Address…

Sub: Letter to Return Surplus Items

Purchase Order No. – 000-111-222

Dear Sir,

Reference is made to our contract agreement for the supply of maintenance stores (product type) required for our factory machines. It is to inform you that the stores supplied by you against the above-quoted contract was received and acknowledged by our firm as per quantity and quality is required to be returned back as some of the machines have been sold out by our company. In this way, the stores delivered by you have become surplus to our requirement. You are therefore requested to kindly collect the store in question from our firm warehouse as soon as possible.

Regards,

Your name…

Job Designation…(E.g., Manager Purchase)

Company name and address…

 

Another Format,

Date…

Supplier name…

Company/organization name…

Address…

Sub: Letter to Return Surplus Items

Purchase Order No. – 789-4566-123

Dear Sir or Madam,

On (Date) I received from you: A large ceramic plant pot 24″ diameter. (Product type)

I would like to make it clear to you that I did not order these goods and they are therefore unsolicited.

I will make the goods available for you to collect at your expense in the next 14 days, but after this time I will treat the goods as my own.

Please contact me to arrange collection.

Yours faithfully,

Your name…

Job Designation…(E.g., Manager Purchase)

Company name and address…