A return authorization letter is one that is written by a company that sells products to its customers/consumer, to acknowledge that they have received their letter regarding the return of a product and shall revert back soon. Goods are prone to damages, and one can only keep them safe for a certain period of time. However, if the product is damaged during its warranty period, which differs according to different products, he might be able to either return the product or repair it without much problem. For the same purpose, the consumer writes a letter to the dealer. When the dealer acknowledges the same and reverts back, it is known as return authorization letter, i.e., the consumer is authorized now to return the product.
A return authorization letter is a formal letter and should be written with professionalism. It should mention clearly the process regarding the return of the goods. Also, ask the consumer to attach all the relevant documents so as to fasten the pace of the return. Once through the letter, check for grammatical errors.
Return Authorization Letter Writing Tips
- Begin the letter by stating that you received their letter regarding the defect in a product a while ago.
- Mention that since it’s in warranty period, it can be repaired.
- Mention regarding the documents that need to be submitted for the same.
- Ensure correct usage of grammar.
- End the letter by apologizing for the delay.
Return Authorization Letter Template
Use our free Return Authorization Letter to help you get started.
From,
_______
_______
_______
Date: _______ (Date on which letter is written)
To,
_______
_______
_______
Subject: Return Authorization Letter.
I am writing this letter to tell you that I received your complaint letter regarding return/exchange of the product you bought from us a while ago because of a certain defect (mention the product and its defect). However, don’t worry as the product is still in the warranty period, it can be returned/repaired with ease.
I am attaching a form along with this letter which you need to fill for starting the process of return. Also, I shall need the invoice bill of the product for reference as it would help in fastening the process. I am extremely sorry for the delay in reverting back. Hoping that this experience won’t hamper our customer-dealer relationship and you shall continue to buy from us.
Yours sincerely,
_________ (Your name)
_________ (your designation)
_________ (Your organization)
Sample Letter
From,
Tim Moore,
Sales Manager,
ABC Pvt. Ltd.
Date: 6th April 2016
To,
Demi Swift,
Northern Apartments,
New York.
Subject: Return Authorization Letter
Dear Demi,
I am writing this letter to tell you that I received your complaint letter regarding return/exchange of the new Samsung tab that you bought from us because its screen cracked pretty soon. However, don’t worry as the product is still in the warranty period, it can be returned/repaired with ease.
I am attaching a form along with this letter which you need to fill for starting the process of return. Also, I shall need the invoice bill of the product for reference as it would help in fastening the process. I am extremely sorry for the delay in reverting back. Hoping that this experience won’t hamper our customer-dealer relationship and you shall continue to buy from us.
Yours sincerely,
Tim Moore,
Sales Manager,
ABC Pvt. Ltd.
Email Format
The following is the email format of Return Authorization Letter.
To: name@email.com
From: name@email.com
Subject: Return Authorization Letter.
Dear ______________ (Name of the person),
I am writing this letter to tell you that I received your complaint letter regarding return/exchange of the product you bought from us a while ago because of a certain defect (mention the product and its defect). However, don’t worry as the product is still in the warranty period, it can be returned/repaired with ease.
I am attaching a form along with this letter which you need to fill for starting the process of return. Also, I shall need the invoice bill of the product for reference as it would help in fastening the process. I am extremely sorry for the delay in reverting back. Hoping that this experience won’t hamper our customer-dealer relationship and you shall continue to buy from us.
Yours sincerely,
_________ (Your name)
_________ (your designation)
_________ (Your organization)