Delivery Rejection Notice Template

In plain language: Identifies the buyer sending the notice, the supplier receiving it, and the date — establishing the formal record of when rejection was communicated.

Common mistake: Sending to a general company email rather than a named contact in accounts receivable or customer service — the notice can be lost and the supplier later claims they never received it.

In plain language: Cites the purchase order number, invoice number, and delivery date so the supplier can immediately locate the transaction in their system.

Common mistake: Omitting the PO number and relying on a product description alone — suppliers with high shipment volumes cannot match the rejection to the right order without a reference number.

In plain language: A clear, unambiguous declaration that the buyer rejects the delivery in whole or in part, with the rejection date stated explicitly.

Common mistake: Using tentative language like 'we may need to return this shipment.' Ambiguous wording can be treated as conditional acceptance, not rejection, forfeiting your remedies.

In plain language: Lists the specific, factual reasons for rejection — defect type, quantity discrepancy, wrong product, or missed delivery date — with reference to the contracted specification.

Common mistake: Stating only 'the goods are defective' without specifics. Vague grounds give the supplier room to dispute the rejection; specific, numbered defects with quantities and photos are much harder to challenge.

In plain language: References the attachments — inspection report, photographs, delivery note, or bill of lading — that document the defect or discrepancy.

Common mistake: Sending the letter without any attachments and promising to follow up — if the supplier disputes the rejection, undocumented claims are difficult to sustain in a dispute.

In plain language: Tells the supplier whether the goods are being held for collection, returned freight-collect, or disposed of — and who bears the storage cost.

Common mistake: Accepting or using part of the rejected goods before the supplier responds — partial use is treated as acceptance in many jurisdictions, extinguishing the right to reject that portion.

In plain language: States exactly what the buyer requires — full replacement, partial replacement, price reduction, or credit note — and the deadline for the supplier's response.

Common mistake: Asking for a remedy without a deadline — open-ended demands are routinely deprioritized by supplier customer-service teams.

In plain language: Preserves all the buyer's legal rights and remedies beyond those specifically requested, preventing the supplier from arguing the notice was a full settlement.

Common mistake: Omitting a reservation-of-rights clause — if you state only a credit demand, the supplier may argue you waived the right to claim consequential losses caused by the defective delivery.

A delivery rejection notice is a formal written communication from a buyer to a supplier stating that a shipment has been refused on receipt. It documents the specific grounds for rejection — defects, short shipment, wrong goods, or late arrival — and demands a remedy such as replacement, credit, or collection of the returned goods. Sending it promptly preserves the buyer's legal remedies under the UCC and Sale of Goods Act.

Send it on the day of receipt or, at the latest, the next business day after inspection reveals a problem. Under UCC Article 2, a buyer must reject within a reasonable time after tender of delivery. Waiting more than a few days without notifying the supplier in writing risks losing the right to reject and being deemed to have accepted the non-conforming goods.

No signature is required for the notice to be legally effective. What matters is that it is sent in writing — ideally by email with read receipt or by tracked post — to a named contact at the supplier, and that you retain a copy. Some purchase orders specify a notice address or method; follow that if it exists.

Yes. Under UCC §2-601 and equivalent Sale of Goods Act provisions, a buyer may accept the conforming units and reject the non-conforming portion. Your notice should state the quantity accepted, the quantity rejected, and the grounds for partial rejection. Be careful not to use or process the rejected portion, as doing so may constitute acceptance of those units.

Rejected goods should be segregated, clearly labeled, and held at the supplier's risk and expense pending collection or return authorization. State this in your notice with a collection deadline. Keep a log of storage dates and any costs incurred — if the goods are hazardous or perishable, you may have the right to dispose of or sell them and deduct the proceeds from any amount owed.

Not automatically. The notice rejects the specific delivery; it does not cancel the underlying purchase order unless you explicitly state that cancellation is the remedy you are seeking. If you want a replacement delivery, ask for one. If you want to cancel and source elsewhere, state that clearly and check whether your contract gives you that right upon breach by the supplier.

If the supplier disagrees with your grounds for rejection, they may invoke their right to cure under the UCC and offer to replace or repair within the contract period. Your supporting evidence — inspection report, photographs, delivery note — will be critical. If the dispute cannot be resolved directly, escalate to a formal supplier dispute letter and, if necessary, mediation or legal proceedings under the governing law of your purchase order.

The template language is appropriate for domestic US, Canadian, and UK transactions governed by the UCC or Sale of Goods Act. For international shipments governed by the UN Convention on Contracts for the International Sale of Goods (CISG), the inspection and notice obligations are similar but timeframes differ — the CISG requires notice within a reasonable time after the buyer discovered or ought to have discovered the non-conformity, typically interpreted as 2–4 weeks. Consider noting the governing law in your reference line for cross-border transactions.