Letter to Notify Supplier of Quality Issue

1:

Subject: Quality Issue regarding [X]
Dear Roger,

I am writing you this letter in order to draw your attention to an important matter. You are hereby informed through this letter that the material you have been supplying to us is of lower quality and does not meet our standard as per our requirement. I am claiming this after a thorough testing procedure that took place in our company’s material testing laboratory.

You must know that we have been buying your products for the last ten years, but we had never encountered such a problem in past. This time, unfortunately, the low-quality issue is being faced by us and we want this issue to be resolved as earlier as possible. 

Last month, you delivered us two trucks of plastic pipes for our ongoing construction project. While labor was installing these pipes inside the building, some leakage along with breakage in pipes was observed by them at certain places.

Our company engineer observed this flaw and unveiled the fact that the pipe was lacking the strength as per requirements. So, the working was stopped, and the sample was sent to our company’s laboratory for further testing. After testing, it was proved that the polymer used in the pipe was of low quality and that’s why the material did not provide the required strength. We expect you to replace the whole material as soon as possible since we had paid you for the best quality material, but you provided us with a substandard one.

Moreover, you are hereby informed that we shall make a further purchase from your factory only if you take swift action on this current issue. So, resolve our problem so that would complete this project on time. You are also required to provide us with the material as soon as possible because we cannot slow down the pace of the project. Your cooperation will be highly appreciated.

Yours sincerely,
[XYZ]


Size: 22 KB Word .doc File 2003 & later

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2:

Subject: Quality Issue regarding [X]

Dear Roger,

This letter is being issued to you due to a serious problem we are facing nowadays from your side regarding low-quality products by your company. You are hereby informed through this letter that the material you supplied us last week was low in terms of quality as well as standard.

This material was tested by our quality assurance department under the strict supervision of a quality maintenance inspector. Unfortunately, all the material you supplied us, turned out to be of no use, and was rejected by our quality assurance team. Consequently, we had to stop our project on the spot for which our clients are not happy with us because the pace of our ongoing project has reduced significantly.

We are a construction company dealing with different kinds of projects at the same time. We have our own worth in the market due to which clients have deep trust in us and we work as per their requirements. But, due to your poor-quality supply of the material, we were forced to stop our ongoing project. Since you supplied us substandard material, therefore concerned department has endorsed on the delivery receipt to return the whole material back.

Moreover, you are notified to replace this material and supply us as per our required standard and demand of our agreement.

We hope you will give due consideration to our problem and try to resolve it as soon as possible because we cannot bear any further delay in the project. Looking for your kind cooperation to avoid further inconvenience.

Yours sincerely,
[XYZ]


Size: 21 KB Word .doc File 2003 & later

Download

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