Sample Product Has Broken Repeatedly: Please Replace Letter

Product Has Broken Repeatedly: Please Replace

[DATE, ex. Wednesday, June 11, 1998]


John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Reluctantly, I am writing for the [ORDINAL, ex. fifth] time regarding malfunction of [PRODUCT(S), ex. your A45 compressor].

[STATE REPAIR HISTORY, ex. As you may recall, the A45 was repaired on four occasions within the last two months.]  I have taken the liberty of enclosing a copy of the repair requests and paperwork involved. [STATE NATURE OF MALFUNCTION(S), ex. Again, the compressor ceases to operate within five minutes of starting and emits mass amounts of smoke.]

You are a reasonable person.  Surely you can understand that this is not acceptable to us.  Unfortunately, however, I am reluctant to request another repair.  Since I know of your good reputation for quality products, I’m certain that our experience is an unlikely exception.  It is for this reason that I request that, in lieu of repair, our [PRODUCT(S), ex. A45 compressor] be replaced with a new one in good working order.  [STATE HOW PRODUCT(S) WILL BE RETURNED, ex.  I have taken the liberty of shipping the compressor and documentation to you via express mail; you should receive it by Thursday.]


[YOUR NAME, ex. Jill Jones]

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