Warranty Claim Letter Examples & Templates: Get Your Refund or Repair
Letter #1: Warranty Claim for Defective Pruning Shears
I am requesting a full refund for the enclosed pruning shears, purchased from your [season] catalog on [date]. The handle split during normal use, and the product warranty guarantees a refund if not satisfied. Please refund the purchase price and shipping costs to the address on the enclosed receipts.
Letter #2: Warranty Claim for Faulty CV Joint
I purchased an outside CV joint from your store on [date], and it is already malfunctioning after [time period]. The part is still under its one-year warranty, and I request a repair or replacement. The faulty joint is being returned with a copy of the purchase order. A prompt response would be appreciated as my car is currently undriveable.
Letter #3: Warranty Claim for Defective Extension Ladder
The extension ladder I purchased from your store on [date] does not extend due to an obstruction in the channel. The ladder is still within the 90-day warranty period, and I request a prompt replacement with a functioning unit.
Letter #4: Warranty Claim for Malfunctioning [Product Name]
The [product name] I purchased on [date] has stopped functioning properly. The issue is [describe issue], and I am requesting a repair or replacement under the [warranty length] warranty. I have attached a copy of the purchase receipt.
Letter #5: Warranty Claim for Damaged [Product Name]
The [product name] I received on [date] was damaged upon arrival. The damage includes [describe damage], and I am requesting a replacement under the warranty. I have attached photos of the damaged product.
Letter #6: Warranty Claim for Missing Parts
The [product name] I purchased on [date] is missing [list of missing parts]. This renders the product unusable, and I am requesting the missing parts be sent to me under the warranty. I have attached a copy of the parts list and purchase receipt.
Letter #7: Warranty Claim for Premature Wear and Tear
The [product name] I purchased on [date] has experienced premature wear and tear. The issue is [describe issue], and I believe this should be covered under the warranty. I have attached a copy of the purchase receipt and photos of the wear and tear.
Letter #8: Warranty Claim for Unsatisfactory Repair
The [product name] I had repaired under warranty on [date] is still not functioning properly. The issue persists as [describe issue], and I am requesting a re-evaluation of the repair or a replacement product.
Letter #9: Warranty Claim for Safety Issue
The [product name] I purchased on [date] has a safety issue. The [describe issue] poses a risk of [describe risk], and I am requesting an immediate resolution under the warranty. I have attached a copy of the purchase receipt and any relevant documentation.
Letter #10: Refund Request for Damaged Product
I am requesting a full refund for the [product name] I purchased on [date]. The product arrived damaged, with [describe damage]. I have attached photos of the damage. I am unable to use the product in its current condition and would like a refund for the purchase price, including shipping costs.
Letter #11: Refund Request for Non-Delivery
I am requesting a refund for the [product name] I ordered on [date]. The estimated delivery date was [date], but I have not received the product. I have attached a copy of the order confirmation. I would like a full refund for the purchase price.
Letter #12: Refund Request for Unsatisfactory Service
I am requesting a refund for the [service name] I received on [date]. The service did not meet my expectations because [describe issue]. I am not satisfied with the results and would like a refund for the cost of the service.
Expert Tips
- Include your full contact information.
- Provide detailed product information (model, serial number, purchase date/location).
- Maintain a polite and professional tone.
- Attach proof of purchase (receipt, invoice).
- Specify the type and material of defective shears.
- Mention your car's make, model, and year for faulty CV joint claims.
- Describe the obstruction in a defective extension ladder.
- Elaborate on how the product malfunctions compared to its expected function.
- Provide detailed photos of any damage.
- Refer to specific part numbers for missing parts claims.
- Compare the product's condition to reasonable wear and tear.
- Include details of any previous unsatisfactory repairs.
- Cite safety regulations if relevant to a safety issue.
- State whether you want a full or partial refund.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own claim letter effectively:
Sample Sentences
- Last summer I purchased a 19-inch color television set from your Springfield store. During the past two weeks, the color has been fading and it does not respond to the manual control.
- I recently bought a Doe power drill, model number T1234, from your local outlet and used it only three times before it started to cut out while in use.
- Enclosed you will find the new keyboard I ordered from your company on May 2. The "z" key, for some reason, does not work.
- On May 15, you installed a new hot water heater in our coffee shop. For a number of weeks, it functioned perfectly, but on Monday it suddenly stopped heating the water.
- Two weeks ago I bought a Doe four-head VCR, model number L1234, from your Main Street outlet. The play and fast forward functions work fine, but it will not rewind.
Key Phrases
- am having problems with
- appears to be defective
- does not work properly
- does not work at all
- does not respond to
- from your local
- is apparently faulty
- on March 15, I purchased a
- problem seems to be
- recently bought a
- showed signs of
- stopped working after
- the following functions are
- the following problems
- took delivery on
- was installed on
- was delivered on
- which I purchased on
- which I ordered from your
- worked perfectly for
Sample Sentences
- We purchased a two-year warranty to cover this type of defect, so I trust you will either repair or replace the TV without charge.
- Since your warranty promises one hundred percent satisfaction or my money back, will you please refund my money? I am returning the set by separate mail.
- I would like my money returned, as promised in your warranty, and await your instructions as to what to do with the defective appliance.
- In compliance with your warranty, I request that you "repair without charge" the above-mentioned defective part.
- Your limited one-year warranty entitles me to a free replacement or repair because the defect is obviously due to poor workmanship.
- I request repair of the defects covered under the full 30-day warranty.
Key Phrases
- according to the warranty
- am dissatisfied
- at your expense
- await your instructions
- correct the defect
- defect is in the
- expect you to repair
- happy to return the
- a manufacturing defect
- kindly refund my money
- must insist that
- please arrange to
- please send me return instructions
- purchased an extended
- request that you
- seems only reasonable that you should
- under the warranty
- warranty entitles me to
- without any further charge
- would prefer you to
- would like you to
Sample Sentences
- To help you process my claim, I have enclosed a copy of my receipt, dated June 3.
- Enclosed are copies of my purchase receipt and the warranty agreement.
- I have also included a copy of my receipt.
- Also enclosed is a copy of the transaction record.
- I am enclosing the product warranty, a copy of my billing statement, and my account number.
Key Phrases
- enclosed a copy of
- enclosing a copy of
- included a copy of
- my extended warranty agreement
- my billing statement
- my receipt, dated
- refer to the attached
- the original warranty
- the transaction record
- the service contract
- to help you process
- to assist you in
Sample Sentences
- Thank you for your prompt attention to this matter.
- I will appreciate your immediate reply informing me how to proceed with my claim.
- Thank you for your swift response.
- I look forward to hearing from you soon.
- I anticipate your prompt reply.
- I expect your response within a week. Thank you.
Key Phrases
- as soon as possible
- attention to this matter
- hope to hear from you soon
- how to proceed with
- is costing me
- look forward to
- matter is urgent
- need to get this sorted out
- need to get this resolved
- please let me know
- thank you for
- to hearing from you
- wait to hear from you
- will appreciate your
- will be happy to
- without delay
- your prompt attention to
- your swift response
- your early reply
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