Request Instructions to Return Rejected Goods Template

In plain language: Identifies the buyer and supplier by full legal name, states the purchase order number, invoice number, and delivery date that the rejected shipment relates to.

Common mistake: Referencing only the invoice number and not the purchase order. If the PO is the governing contract, a mismatch between PO terms and invoice terms must be resolved on the PO — and the PO number is the key cross-reference.

In plain language: Specifies exactly which goods are being rejected — product name, SKU, batch or lot number, quantity, and any serial numbers — so there is no ambiguity about what is held pending return.

Common mistake: Describing goods only by product name without lot or batch numbers. Without lot identification, the supplier may dispute which specific units were rejected, complicating replacement and regulatory traceability.

In plain language: Sets out the specific defects, deviations, or failures that justify rejection — referencing the contractual standard or specification that was not met.

Common mistake: Using vague language like 'unsatisfactory quality' without citing the specific specification or contractual clause. Vague grounds invite the supplier to dispute the rejection and delay resolution.

In plain language: Confirms that the buyer is holding the rejected goods at a stated location, in the same condition as received, and has not used, altered, or disposed of them.

Common mistake: Failing to document that the goods are being held safely. If goods are damaged or lost while in the buyer's care after rejection, the buyer may become liable if there is no written record of their custodial obligations.

In plain language: Formally requests that the supplier issue an RMA, designate a return carrier, and provide a return address or disposal instructions within a stated timeframe.

Common mistake: Omitting a response deadline. Without a stated deadline, the supplier has indefinite time to respond, leaving the buyer's warehouse tied up and the buyer's rights in limbo.

In plain language: States which party bears the cost of return shipping, insurance, and handling — typically the supplier where goods are nonconforming.

Common mistake: Not addressing cost allocation at all. Disputes about who pays return freight are among the most common bottlenecks in rejected-goods resolution — a clear clause eliminates that friction.

In plain language: States the buyer's preferred remedy — full refund of the purchase price, replacement with conforming goods by a specific date, or a price reduction — and the deadline for the supplier to confirm.

Common mistake: Demanding a remedy without stating a deadline. An open-ended remedy demand allows the supplier to string out the resolution, during which the buyer may lose leverage or miss a statutory limitation period.

In plain language: Preserves all the buyer's legal rights and remedies, including claims for consequential losses, without limiting future options to those listed in this notice.

Common mistake: Treating this notice as the final word on damages. Without a reservation-of-rights clause, a supplier may argue that acceptance of a refund constitutes full and final settlement of all claims.

In plain language: Identifies the governing jurisdiction for any dispute arising from the rejection and provides the specific contact name, address, and email to which the supplier should direct their response.

Common mistake: Omitting a specific response contact. Suppliers receiving the notice may default to the account manager rather than the legal or AP team, causing the response to be missed or delayed.

It is a formal written notice a buyer sends to a supplier after rejecting a shipment of nonconforming goods. The letter documents the grounds for rejection, confirms that the buyer is holding the goods safely, and requests that the supplier issue an RMA number, return carrier instructions, and a return address. It also states the buyer's preferred remedy — refund, replacement, or price reduction — and preserves all legal rights pending resolution.

Under the UCC in the US, the Sale of Goods Act in the UK, and equivalent provincial statutes in Canada, a buyer may reject goods that fail to conform to the contract in any respect, provided rejection occurs within a reasonable time after delivery and before acceptance. What constitutes a reasonable inspection period depends on the nature of the goods and trade custom — for standard commercial goods, 24–72 hours is common. Rejection after the goods have been used, resold, or significantly retained is generally not available.

If a supplier fails to issue return instructions within the timeframe stated in the rejection notice, the buyer typically has the right to arrange return at the supplier's expense or, for perishable goods, to dispose of them and hold the supplier liable for costs. The buyer may also pursue a cover purchase — buying conforming goods from a third party and recovering the price difference from the original supplier. Document every step and retain proof of non-response to support any subsequent claim.

Where goods are genuinely nonconforming, return costs are typically borne by the seller under most sale-of-goods frameworks — the seller bears the risk and expense of correcting a breach it caused. However, the purchase order or supply contract may specify a different allocation. Always state cost responsibility explicitly in the rejection notice, and reserve the right to deduct return costs from outstanding payables if the supplier does not arrange collection directly.

The request itself is a legal notice that triggers obligations under the underlying supply contract and applicable sale-of-goods law. It is generally enforceable as written notice of rejection when it identifies the goods, states specific grounds, and is sent within a reasonable inspection period. It does not, by itself, create a new contract — it exercises rights already established in the purchase order or supply agreement. Its enforceability depends on the underlying contract being valid and the rejection being timely.

Rejection occurs before acceptance — the buyer inspects and refuses the goods within a reasonable time of delivery. Revocation of acceptance occurs after the buyer has already accepted goods but later discovers a substantial nonconformity that was not apparent on reasonable inspection, or that the buyer accepted in reliance on the seller's assurance of cure. Revocation is harder to establish and subject to stricter requirements. This template is designed for rejection, not revocation.

Yes. Under the UCC and most equivalent statutes, a buyer may accept conforming units and reject nonconforming ones within the same shipment, provided the rejection notice clearly identifies which goods are accepted and which are rejected by lot, SKU, or serial number. Payment obligations apply only to accepted goods, and the buyer retains the right to claim damages for the rejected portion.

A signature by an authorized representative of the buyer is strongly recommended to establish authenticity and authority, particularly for high-value shipments or where litigation may follow. Some supply contracts specifically require written, signed notice for rejection to be valid. At minimum, send the notice from an authorized company email address and retain a timestamped copy. For large rejections, follow up with a physically signed copy sent by tracked courier.

Attach copies of the original purchase order and the supplier's invoice, the delivery receipt or bill of lading, photographs of the defective or nonconforming goods and their packaging, any inspection or test reports prepared by in-house QA or a third-party inspector, and — if applicable — any prior correspondence in which the supplier acknowledged the specification. This package turns the notice into a self-contained file that supports escalation to arbitration or litigation without additional document gathering.