When receiving a delivery, it is imperative that you examine the goods before accepting the items into stock. If you find a fault with the order, you are entitled to refuse the delivery and return it to the sender. The following letters should be sent as soon as possible afterwards to explain why you haven’t accepted the order and what remedy you expect from the seller.
You might also like our Letter requesting credit note for wrong items received.
Letter or email returning incorrect items in an order – sample 1
Your letter head
Name of sales contact
Address
Zip/Post code
Date
Order No: 123456
Dear [Name]
Today your carrier attempted to deliver the above order number which contained [list items in question]. However after inspecting the items, we discovered that they were actually different from the samples we received from you on [date]. We therefore have refused the delivery and instructed the carrier to return them to you.
We look forward to receiving the correct replacement items as soon as possible and would appreciate you letting us know when they will be delivered.
Thank you,
[Name]
[Position]
[Contact details – phone email etc]
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