Only provide replacements for items

July 31, 2011

Jack Martinez
456, X Street, Y Avenue,
Fillmore, UT-84631
(123) 456-789o


[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear Jack Martinez,

Your request for a replacement headset has been forwarded to our department. While I understand that damaging an expensive piece of equipment less than a week after purchasing it can be very frustrating, we must deny your request for a replacement. Upon inspecting the damage, we have discovered that it happened as a result of an accident and was not a result of faulty manufacturing. We can only provide replacements for items that have not met our stringent standards, but cannot do so for those which have been damaged by customers, whether intentionally or not. We hope you understand this rule, and thank you for choosing to do business with us.


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