File a Warranty Claim • Letter Templates and Guidelines

How to write this letter:

1	Give a full description of the product's defect. If necessary, tell where you purchased the product and on what date.
2	State what action you expect according to the warranty terms.
3	If possible, include copies of applicable documents such as the receipt or warranty statement.
4	Thank the reader and encourage a prompt reply.

Guidelines

Omit irrelevant details and communicate facts more than emotions. If this letter does not bring action, assume a stronger tone in the next one. Send only photocopies of receipts and other documents, and retain all original records.

English Letters

Spanish Letters

Example Letter #1

Two weeks ago I received the enclosed pruning shears, ordered from your spring catalog. I was trimming a lilac bush, a relatively simple task for a pair of shears, when the handle split in two. The terms of the warranty indicate that if I am not satisfied, I am entitled to receive a full refund. I want my money back, including my shipping costs, so I have enclosed receipts for the shears and for the shipping. Please send the check to my home address shown on both the check and this letter.

Example Letter #2

Just over four months ago I purchased an outside CV joint from you. I am already hearing clicking noises when I turn right, indicating that the joint has gone bad. Of course, one of the selling points of this part was its one year warranty. I assume that you will repair or replace the part under that warranty. I am returning it and have enclosed a copy of the purchase order.

I will appreciate your prompt response since I am unable to drive my car without the joint. Thank you.

Example Letter #3

My new extension ladder does not extend. The channel is obstructed by excess metal. As this ladder was purchased only one month ago, and carries a 90-day warranty, I hope you can replace it promptly with a functioning unit. I thank you for your prompt attention in this matter.

Write Your Letter Step-by-Step

1

Give a full description of the product's defect. If necessary, tell where you purchased the product and on what date.

Example Sentences for Step 1

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.

Example Phrases for Step 1

2

State what action you expect according to the warranty terms.

Example Sentences for Step 2

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.

Example Phrases for Step 2

3

If possible, include copies of applicable documents such as the receipt or warranty statement.

Example Sentences for Step 3

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.

Example Phrases for Step 3

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

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