Individuals and companies order goods on a daily basis. Sometimes, however, the products delivered do not meet the quality agreed upon or are wrong. They could also be more or less than the original order. When this happens, consumers have the right to return the goods. This process is made more effective by accompanying the products with a goods return letter.
Most company transactions require proper documentation. Similarly, a goods return letter can communicate to the supplier why you found the goods defective. You can use it to explain what you would like corrected and by when. In return, the supplier can suggest a refund or replacement.
Have you received a product that doesn’t meet your standards? Here is how to draft an effective and professional return letter.
What Should You Include in Goods Return Note?
A goods return note is an essential document to both parties. The supplier can use it to either refund your money or replace the unwanted product. You, on the other hand, can use it for inventory and record keeping. You can also use it as legal proof against the supplier in case they fail to comply.
Generally, there are countless ways to phrase this letter. However, an effective draft should contain the following elements:
- The date you ordered the goods
- The date you received the goods
- An exact product and order number, if available.
- A brief description of the products
- Quantities and prices of the goods returned.
- Reasons why you are returning the goods
- A mention of the supplier’s return policy
- A recommendation for a remedy such as a return or a refund
- A timeline or deadline for the remedy
- Your contact details i.e., phone number, mailing address, and email
- Your official name and signature
Why is a Goods Return Letter Important?
As mentioned, a return letter is important to both the supplier and the customer. It serves as a valid reason why the customer did not serve an invoice. It also allows the customer to get a refund or replacement on defective products.
In the event a supplier fails to honor a goods return letter, the customer can use it as legal proof against the supplier. This is why you should always retain a copy of the letter after attaching one to the goods.
As for the supplier, the return letter can help them verify the reasons presented for returning the goods. This should allow them to adjust the invoice, plan a refund, or replace the defective products.
The supplier can also use the letter to justify account errors.
Goods Return Letter Format
{Date}
{Supplier Name/Company}
{Supplier Address}
{City, State, Zip Code}
Dear {Sir/Madam} or {Mr./Mrs./Ms. Last Name},
With reference to {order number}, I ordered {describe product} from you on {date}. I received the goods on {date} but found them to be defective for the following reasons:
{Reason 1}
{Reason 2}
{Reason 3}
As per the Consumer Rights Act, which mandates you to supply me with satisfactory quality goods, the products I received are in breach of our contract, which I have attached.
I am therefore returning them and requesting that you {recommend solution i.e., refund or replacement}.
Please contact me on {contact details} by {date} to discuss {refund/return/replacement} arrangements.
Thank you for your prompt action.
Sincerely,
{Your Name}
{Company Name/Contact Details}
Sample Goods Return Letter
9 August, 2020
Alex Shaw
RFG Cloud Mattresses
123 Main Street
Houston, TX 34567
Dear Mr. Shaw,
On 1 August, 2020, I ordered an RFG Cloud Elite 5 mattress per order number RFGCE5/456/04. I received the mattress on 7 August, 2020. However, upon opening the package, I found the mattress unsatisfactory. It is not high density, waterproof, hypoallergenic, or white as agreed upon in our contract, which I have attached.
As a result, I am forced to return the mattress. I request a full refund of the $2,890 I paid by 15 August, 2020. Please contact me on chelseabaker@website.com to discuss return arrangements.
Thank you for your prompt compliance.
Sincerely,
Chelsea Baker
Return of Product Email Template
Subject: Thank you for your purchase! Here’s a unique return offer for you
Dear [Customer],
We hope this email finds you well and that you’re enjoying your recent purchase from our store. We appreciate your trust in our brand and products and would like to take this opportunity to extend our gratitude.
We understand that sometimes products may not meet your expectations or fit your needs. That’s why we’re happy to offer you a unique return offer that goes beyond the standard return policy.
As a valued customer, we’re offering you an exclusive 10% discount on your next purchase with us, which you can redeem by using the code [RETURN10] at checkout. You can also take advantage of our hassle-free return process to return your product within 30 days of purchase.
Our goal is to provide you with the best shopping experience possible, and we believe that this offer will make your next purchase even more special. We want you to be completely satisfied with your purchase and our service, and we hope this offer shows our commitment to your satisfaction.
Thank you again for choosing our store, and we look forward to serving you in the future. If you have any questions or concerns, please don’t hesitate to contact us.
Best regards,
[Your name]
[Your store name]
Goods Return Letter (Word Template)
- MS Word
Conclusion
It is not uncommon for some products to be undesirable. However, you don’t have to suffer a loss because of the supplier’s mistake. By drafting this letter, you allow the supplier to correct their error and send you the goods you ordered. Always make sure to use polite, professional language. Never assume the supplier’s actions were intentional or dome out of malice. Also, always include your contact information so the supplier can reach you easily.