PRODUCT HAS BROKEN REPEATEDLY: PLEASE REPLACE

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

Reluctantly, I am writing for the [ORDINAL, ex. fifth] time regarding malfunction of [PRODUCT(S), ex. your A45 compressor].

[STATE REPAIR HISTORY, ex. As you may recall, the A45 was repaired on four occasions within the last two months.] I have taken the liberty of enclosing a copy of the repair requests and paperwork involved. [STATE NATURE OF MALFUNCTION(S), ex. Again, the compressor ceases to operate within five minutes of starting and emits mass amounts of smoke.]

You are a reasonable person. Surely you can understand that this is not acceptable to us. Unfortunately, however, I am reluctant to request another repair. Since I know of your good reputation for quality products, I’m certain that our experience is an unlikely exception. It is for this reason that I request that, in lieu of repair, our [PRODUCT(S), ex. A45 compressor] be replaced with a new one in good working order. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have taken the liberty of shipping the compressor and documentation to you via express mail; you should receive it by Thursday.]

Sincerely,

[YOUR NAME, ex. Jill Jones]

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