Free Explanation Letter For Product Defects

[YOUR NAME]

[YOUR COMPANY ADDRESS]

[YOUR COMPANY NUMBER]

[YOUR EMAIL]

[DATE]

[RECIPIENTS NAME]

[RECIPIENTS COMPANY NAME]

[RECIPIENTS COMPANY ADDRESS]

Dear [RECIPIENTS NAME],

I hope this message finds you well. I am writing to explain a recent issue regarding the defects discovered in the products we supplied to your company on [SPECIFIC DATE]. We are aware that this situation has caused inconvenience to your operations, and I would like to extend my sincerest apologies on behalf of our team.

Upon thorough investigation, we have identified that the defect was caused due to an unexpected malfunction in one of our manufacturing machines, which went undetected by our quality assurance team. We have taken immediate corrective measures to resolve the machine issue and have implemented enhanced monitoring protocols to prevent any such occurrences in the future.

As a token of our commitment to quality and customer satisfaction, we are arranging for the replacement of the defective products at no additional cost to you. We will coordinate with your team to schedule a convenient time for the delivery of the replacements. Additionally, we are reviewing our quality control processes to further refine and improve our standards, ensuring that you receive only the highest quality products from us.

Please feel free to reach out to me directly at [YOUR EMAIL] if you have any further concerns or need additional information. We value your trust and confidence in our products and are committed to ensuring that all your requirements are met with the highest standards of service.

Thank you for your understanding and continued partnership. We look forward to serving you better in the future.

Warm regards,

[YOUR NAME]
[YOUR POSITION]
[YOUR COMPANY]

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