WHEN DEALING WITH WARRANTY CLAIMS

Usually, the company may request for the defective items to be return for warranty repair.

You will need to follow the warranty claim procedures of each seller. Below is an example of the procedures for your reference.

1) Report to the seller your defective items. Providing documents: Purchase order or Invoice, Part number, serial number and fault of item.

2) Fill up any claim forms. You should receive an Return Authorized (RA) number from the seller for your defective return once they approval your warranty claim.

3) Return the defective item stating the RA. Usually freight will be bear by buyer. As freight is not covered under warranty. Provide the shipping & tracking of the return to seller.

4) When seller received the defective item, they will evaluate, repair & return to you.

5) If the item is beyond repair but under warranty, the seller should replace the item or provide alternative if the model is no long in the market.

6) Do take note that if after evaluation the fault is not covered under warranty terms, you will need to pay for the evaluation. A quotation will be given for your decision to proceed with the repairs.

Cheers!

Business Letter: 3rd Payment advice/reminder

Advising payment : Third Reminder/ Final Reminder

Account Payable

Dear Sir/Madam,

Re: Balance of US$

This is our third reminder to inform you of your overdue invoices. We have not received any payment until today and have no given advice of the reason of the delay.

Our records indicated that the following amounts are due from your company:

DATE INVOICE AMOUNT

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DD/MM/YY inv# $$$$$

The account is significantly long overdue beyond the agreed 30 days payment terms upon invoice. We will need to revised future order with terms to “Payment in advance”

Please send your remittance immediately & inform us in return.

Sincerely,

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Comments:

Advising that the payment terms will be changed instead of the agreed payment terms.

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Business Letter: 2nd Payment advice/reminder

Advising payment : Second Reminder

Account Payable

Dear Sir/Madam,

Re: Balance of US$

This is a second reminder to inform you that our records indicated that the following amount is due from your company:

DATE INVOICE AMOUNT

-------------------------------------------

DD/MM/YY inv# $$$$$

The account is significantly overdue beyond the agreed 30 days payment terms upon invoice. If the above listed items are in order, we would appreciate receiving your payment immediately so that your account may be brought up to date.

Should you feel that there is a reason why these items cannot be paid, kindly inform us in return.

Sincerely,

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Comments:

Reminder given to customer, of the long overdue payments. It also brought up the agreed payment terms.

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Business Letter: Payment advice/reminder

Advising payment : First Reminder

Account Payable

Dear Sir/Madam,

Re: Balance of US$

This is a reminder to inform you that our records indicated that the following amount is due from your company:

DATE INVOICE AMOUNT

-------------------------------------------

DD/MM/YY inv# $$$$$

If the above listed items are in order, we would appreciate receiving your payment immediately so that your account may be brought up to date.

If payment has been done, please accept our thanks and ignore this letter.

Sincerely,

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Comments:

Reminder to customer with statement of account stated. Saving time for the customer with reference provided for payment. Customer is more likely to respond in return of the payment status.

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Business letter- Replying to an enquiry: products not supplied by your company

Replying to an enquiry: products not supplied by your company

Dear __________,

Thank you for your interest in our Company, ABC Company Ltd, for your enquiry.

We are sorry that we do not supply any safety boots or the respirator model you had requested in your enquiry.

Might I suggest that you look at our website http://adminsupportbyamanda.blogspot.com/ which contains information about our’s products & specification.

I hope you will find the website useful for your future enquiry. If we can provide you with any information please let us know.

Thank you.

Sincerely,

XXX

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Comments:

Professionally polite, but makes the point that the enquiry could not be fulfilled due to different products required. Important here; the writer does not want to lose an opportunity to have a potential customer, that think of them in the first place & hope for future enquiry.

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