Returns Letter

Write this type of letter when you are communicating with the letter recipient about a return, such as when the customer is returning a product that he or she purchased from you. You will likely need to modify this letter sample at least somewhat so that it most closely matches what you want to communicate. Include in your letter any pertinent details.

[Your letterhead, if desired; if not, your return address]

[Date of letter-month, day, and year]

[Recipient's first and last names]
[Company name]
[Street or P.O. box address]
[City, State ZIP code]

Dear [recipient's name]:

We understand that you would like to return the items that you purchased from our company because the items were missing parts and/or were defective. Please see the packing slip that was included in your order shipment. On that form is a prepaid and addressed return shipping label and form. Please complete that form and label, and follow the return instructions on that form. Then please ship your return back to the address listed on the prepaid label.

Once we receive your return, we will be able to process it and provide a credit back to you. We apologize for any inconvenience and hope to resolve this situation to your satisfaction. Please do not hesitate to contact us if you have additional questions or need assistance with preparing your return.