About this document
What this document is
A formal letter a buyer may send to a supplier when delivered products appear not to conform to the parties’ contract, order, samples or specifications.
Purpose
It records the alleged non-conformity, requires a written explanation and corrective action, and preserves the buyer’s contractual rights before further action is considered.
Key components
- Recipient, contract and delivery details identifying the supplier, relevant order and affected products
- Notice of non-conformity describing how the delivered products allegedly differ from agreed requirements
- Request to show cause requiring a written explanation within a stated period
- Corrective action requirements covering inspection, replacement, repair, collection or other agreed remedy
- Evidence and access arrangements for records, samples and product inspection
- Reservation of rights confirming that the letter does not waive contractual or other available remedies
- Response and delivery instructions stating where and how the supplier must respond
- Signature and acknowledgement blocks for the buyer and supplier
Document preview
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