Sample letter to Acknowledge the Return of the Item acquired

Sample letter to Acknowledge the Return of the Item acquired

[These are Sample letter to Acknowledge the Return of the Item acquired. Sometimes, when a consumer purchases a commodity, he may end up not being satisfied with it. This may be either because the customer wasn’t paying attention when he bought the item, or because the item is defective or has some fault.]

Acknowledge the Return of the Item Acquired Writing Tips:

  • Write in a tone that would reflect apology,
  • Do not oppose the complaint of the consumer,
  • Write it very formally,
  • Explain to the consumer why this problem happened,
  • Assure him that he would soon be getting it replaced.

Example format,

From,

Seller name…

Company/organization name…

Address…

Date: DD/MM/YY (Date on Which Letter is Written)

To,

Customer name…

Address…

Contact Information…

Subject: Acknowledgement of the Return of the (What Product is Found Defective) Acquired

Dear (Sir or Madam),

We are really sorry for the inconvenience you had with the defective model of the (Which Product is Found Defective). We received a letter stating that you would like a different model. (Describe your actual problems and situation).

We will replace the same for you if you can please send the (Which Product is Found Defective) with the original bill and we will transport the model you requested.

We assure you that this would be a model you like and you will not face any problem. We apologize for this defective piece but do assure you that this would not be repeated and you would soon receive the replacement.

Please accept the discount coupon which you can avail on the next purchase. We appreciate your patience and look forward to serving you in future as well.

Thanking You,

Yours truly,

Name and Signature…

 

Another format,

To: name@email.com

From:name@email.com

Subject: Acknowledgement of the Return of the (What Product is Found Defective) Acquired

Dear Name,

We are sorry for the inconvenience you had with the defective model of the (Product type, e.g., computer). We received a letter stating that you would like a different model. We will replace the computer for you if you can please send the computer with the original bill and we will transport the model you requested. (Describe your actual problems and situation).

We assure you that this would be a model you like and you will not face any problem. The last model was from the lot which was missed out from the stages of testing. It happens very rarely, but we apologize for our mistake and assure you that we will be providing you with the new model as soon as possible.

Please accept the discount coupon which you can avail on the next purchase, and we appreciate your patience and thank you for your business. We hope you will allow us to serve you in the future also

Sincerely

Your name.

Contact Information…