[Date]
[Name],
[Company and Address],
Dear ————- [Name],
Reluctantly, I am writing for the ———– [nos. of time] time regarding malfunction of your ——————[Product].
[State repair history, example: As you may recall, the C42 compressor 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 malfunctions, example: 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 products, like C42 compressor be replaced with a new one in good working order. [state how products will be returned, example: I have taken the liberty of shipping the compressor and documentation to you via express mail; you should receive it by Monday or so.]
Thanking you,
[Name & Signature]
