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Rejected Goods Notice

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Allow me to share with you this Free Rejected Goods Notice Form in PDF format to help you prepare such Rejected Goods Notice quickly.

When a buyer receives an order from a supplier or vendor and discovers a mistake such as defective goods, damaged items, shortages, incomplete delivery, or incorrect delivery, they have the right to reject the delivery and inform the supplier of the error. A formal rejected goods notice serves as a complaint letter, informing the supplier that the buyer will not accept the delivery and will return the order until the supplier sends the correct order.

Importance of the Rejected Goods Notice

When a buyer places an order with a supplier, both parties agree on mutual terms to seal the deal and conduct business. To ensure that both parties respect each other’s rights, they sign a purchase contract. This contract gives the buyer the right to receive the correct order on time, and the supplier the right to ask for payment according to the agreed schedule. Neither party can afford to violate these mutually agreed terms and conditions.

However, there are situations where the buyer must reject an order. Reasons for rejection can include damaged items, defective products, incorrect orders, or incomplete deliveries. Additionally, the buyer may reject an order if it is received past the agreed delivery date. In such cases, the buyer can reject the order and request a refund.

The buyer must formally inform the supplier of the reasons for rejecting the goods, which is done by sending a rejected goods notice. This notice helps maintain clear communication and ensures that both parties understand the issue and the expected resolution.

Free Rejected Goods Notice {PDF Form}

Here is a preview of a Free Sample Rejected Goods Notice created as a Fillable PDF Form,

rejected goods notice

Here is the download link for this Rejected Goods Notice,

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Useful Tips for Writing the Rejected Goods Notice

The rejected goods notice is a straightforward letter that you can create without involving legal professionals. Here are some useful tips for writing the notice:

  1. Reference the Order:
    Include the reference number of the order you placed and the details of the contract signed with the supplier.
  2. Payment Details:
    Mention the amount paid to the supplier.
  3. Order and Delivery Dates:
    Specify the dates when you placed the order and when the supplier agreed to deliver the goods.
  4. Explain the Reasons:
    Clearly explain why you are rejecting the goods. This could be due to wrong delivery, late shipment, damaged items, or defective products. Ensure to maintain a polite and professional tone throughout the letter.
  5. Advice to Supplier:
    Inform the supplier of the action you expect them to take, such as refunding the payment, delivering the correct order, or claiming a warranty for damaged or defective goods.

Sample Rejected Goods Notice

Here’s a sample template to help you draft a rejected goods notice:


[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Supplier’s Name]
[Supplier’s Company Name]
[Supplier’s Address]
[City, State, ZIP Code]

Dear [Supplier’s Name],

Subject: Rejected Goods Notice for Order [Order Number]

I hope this letter finds you well. I am writing to inform you that we have received the delivery of order [Order Number] placed on [Order Date]. However, upon inspection, we have identified several issues with the order that necessitate its rejection.

Order Details:

  • Item 1: [Description, Quantity, Issue (e.g., Defective, Damaged)]
  • Item 2: [Description, Quantity, Issue (e.g., Incorrect, Incomplete)]
  • Item 3: [Description, Quantity, Issue (e.g., Shortage)]

Reasons for Rejection:

  1. [Specific Issue 1: e.g., The items received were damaged upon arrival.]
  2. [Specific Issue 2: e.g., The delivery contained incorrect items not matching the purchase order.]
  3. [Specific Issue 3: e.g., The order was delivered beyond the agreed delivery date of [Agreed Delivery Date].]

As per our purchase contract, we expect to receive the correct items in good condition and on time. Due to the issues mentioned above, we are unable to accept this delivery and are returning the order.

We kindly request you to take the following actions:

  • Refund: Please process a full refund of the payment made for this order.
  • Correct Delivery: Arrange for the correct items to be delivered as per the original order specifications.
  • Warranty Claim: If applicable, initiate a warranty claim for the damaged or defective items.

We appreciate your prompt attention to this matter and look forward to your immediate response to resolve these issues. Please confirm receipt of this notice and provide an estimated timeline for the corrective actions.

Thank you for your cooperation.

Sincerely,

[Your Name]
[Your Position]
[Your Company Name]


By including these elements and following the tips, you can effectively communicate your rejection of the goods and ensure the supplier understands the issue and the required resolution. This helps maintain a professional relationship and ensures that the transaction is handled correctly.

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