[Date]
[Name],
[Company and Address],
Dear Mr. / Ms. ———– [Name],
Reluctantly, I am writing for the ——- [Ordinal no.] time regarding malfunction of ——— [Products name, example: your C45 compressor].
[explain repair history, example. As you may recall, the C45 was repaired on four occasions within the last —— (no.) 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. Since I know of your good reputation for customer satisfaction, however, I’m certain that you will process my request to return ———– [Products, example: the C45 compressor] at your earliest convenience. [State how products will be returned, example: I have shipped the compressor and documentation to you via express mail; you should receive it latest by ————- (date & day).] [State how you would like credit to be handled, example: Please forward a refund check to us at your earliest convenience.]
As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.
Thanking you,
[Name & Signature]
