File a Warranty Claim • Letter Templates and Guide

How to write this letter:

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

Tips

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.

Example Letter #1

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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

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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

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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

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

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

2

State what action you expect according to the warranty terms.

Example 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.

Example 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

3

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

Example 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.

Example 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

4

Thank the reader and encourage a prompt reply.

Example 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.

Example 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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