Firm but Friendly Sample Letter to Customer Denying Warranty Repair for Cause

| December 12, 2012 | 0 Comments

This sample letter to a customer denying a warranty repair for a cause is perfect for informing a customer in a courteous but firm manner that the warranty of their product cannot be honored because they have violated the terms. The letter needn’t be long, but the reason must be stated clearly, and the clause within the warranty referred to or highlighted. To compose such a letter quickly and efficiently, use our sample letter to a customer denying a warranty repair for a cause.

How to Best Use of Our Sample Letter to Customer Denying Warranty Repair for Cause

You’ll make the best use of our sample letter to a customer denying a warranty repair for a cause if you understand its structure and format. We use the block style which aligns all of the text to the left. This gives your letter a professional appearance, and makes it easy to edit. With a bit of cutting and pasting you can quickly replace the contents of our sample letter to a customer denying a warranty repair for a cause with that of your own.

Complete Sample Letter to Customer Denying Warranty Repair for Cause


Mr. Jack Smith
Customer Care Manager
Megatronics Inc.
1001 5th Ave.
New York, NY 701901

May 21, 2006

Mr. Mark Medeiros
Medeiros Marine
27 Ocean Ave.
Orlando, FL 060012

Dear Mr. Medeiros,

I am sorry to inform you that we are note unable to honor the warranty covering repair of your X79 Deluxe Impeller.

After undergoing inspection by our qualified technicians, it was discovered that the crankcase was filled with 20W40 oil instead of the high-viscosity synthetic oil we recommend. As you will notice in Paragraph 4, Section 1(b) of your warranty, the use of the lubricant specified in our product recommendation is a requirement for warranty repairs.

We are happy to repair the unit for you at a cost of $850, which would include a further one year warranty and a servicing after 6 months.

Sincerely,

Jack Smith

Tips and Useful Sentences You Can Use with our Sample Letter to Customer Denying Warranty Repair for Cause:

  • I am sorry to inform you that we cannot repair your item under warranty as (give reason).
  • We regret to inform you that your item cannot be repaired under warranty due to (give reason).
  • Be fair in your assessment of the warranty terms. You don’t want to lose a valued customer when being a little flexible might better serve your long term interests.

Category: Reply to an Inquiry Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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