File a Warranty Claim • Letter Templates and Guide

Guide

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.

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