Acknowledge Letter format for Return of the Item acquired

Acknowledge Letter format for Return of the Item acquired

Acknowledge Letter format for Return of the Item acquired

[Below briefly focus on sample Acknowledge Letter format for Return of the Item acquired. Such letters are formal letters that only explain the reason why the item is not satisfactory and that the customer would like a replacement as soon as possible. You may show cause like Receipt of defective articles and replacement guarantee. You can make any change to the below application as per your needs.]


Sender name…

Home/Office Address…

Date – DD/MM/YY


Client/Receiver name…

Office Address…

Subject: Receipt of defective articles and replacement guarantee

Dear Mr./Ms. (Name),

We at (Company/Farm name) would like to apologize, first of all, for the broken piece that was sold to you. As our valued customer, you should have received enhanced service. (Describe in your words with an apology). However, with the technological glitches that accompany the refurbishing of our offices, we suppose this is something that will have to be avoided consistently. (Describe actual cause and situation).

We take full responsibility, of course, for the defective item you received and we are therefore more than willing to replace it. (Describe all about the situation). As you know, we will be following our 30-day replacement policy in this case. (Explain your company’s replacement policy) Please note that you will, therefore, receive your replacement by the end of this current month.

Also, be reassured that the replacement will not be a faulty piece. Extra care will be taken to ensure that you find no problems with your newest acquisition. (Cordially describe your apology). We hope this helps!

Apart from this, you are free to call up our customer service departments anytime you wish. (Describe your wises and greetings). You may also write to us with any feedback you might have. We are sorry for any inconvenience caused.


Your name…

Job Designation with signature…


Another Format, [Email Format]

To: receiver [email protected]

From: Sender [email protected]

Sub: Acknowledge for Return of the Item acquired

Dear Name,

We are sorry for the inconvenience you had with the defective model of the (Item/product type). We received a letter stating that you would like a different model. (Describe in your words with an apology). We will replace the (Item/product type) for you if you can please send the (Item/product name) with the original bill and we will transport the model you requested. (Describe all about the situation).

We assure you that this would be a model you like and you will not face any problem. The last model was from the lot which was missed out from the stages of testing. (Describe actual cause and situation). It happens very rarely, but we apologize for our mistake and assure you that we will be providing you with the new model as soon as possible. Cordially describe your apology).

Please accept the discount coupon which you can avail on the next purchase, and we appreciate your patience and thank you for your business. (Describe your wises and greetings). We hope you will allow us to serve you in the future also


Your name…

Job designation…

Contact information…