Warranty Letter

Many of you have probably received a letter along with any products that you have purchased, informing you about how long the product is covered under warranty, which are the parts that are covered, how to use the warranty and so on. That letter is what you call a warranty letter, which is usually issued by the manufacturers of the product. Suppose you are buying a TV set, then along with it, you will also get the letter saying that the TV has a warranty period of a certain amount of time and that which parts of the TV has been covered by the warranty. So, if you are a manufacturer who has been asked to write the letter and have no idea, then do not worry. Here are some simple steps that will teach you how.

Writing the Letter

You have to keep certain things in mind. Your main intention is to attract the customers attention to the letter. So here are some of the tips that you can follow.

What it Should Include
Legally, the letter should mention the part of the product or the problems that the warranty will cover. Also mention the parts that are not covered by the warranty. Mention the time period of the warranty. Mention the expiry date clearly. Also mention that if the product gives the customer any problems, then what the company should do, that is,whether the product will be replaced or repaired or whether the money should be refunded, has to be stated carefully. State, how the customer can access the warranty service and from where. Also state any laws that might affect the warranty or any part of the warranty. Mention any conditions or restrictions or any additional information that you think is needed.

Use of Headings
Make sure that all the content of the letter comes under proper headings. The main important heading will include what the warranty covers, what it does not cover, what is the warranty period, what the company will do if there is a problem with the product, how the customer can avail the warranty service and also laws that are related to the warranty.

Write Clearly and Simply
When a customer looks at the letter, they should be able to follow everything and for that, you have to write the letter in a clear and simple format. It should be direct and easily readable. You should use a more personal style of writing. It makes the writer sound more close to the buyer. Make use of more of pronouns, use lots of "we" and "you". Also, use simple language and keep your sentences short. No one wants to read long and difficult sentences. Use clear terms and avoid any difficult terms which the customer might have difficulty in following. Replace any kind of warranty words with simpler terms.

First Impression is the Last Impression
What strikes the customer first after they open the letter is the appearance or the layout of the letter. And that becomes the first and the last impression of the customer about the company. So, make sure that the appearance of the letter is presentable. Be careful about the font and the font size, the margins and the spacing, the color, the capital letters, the sentence structures, and illustrations (if any).

Test the Letter
Before you actually send the letter to the customers, check whether or not the letter is clear. Take a small sample group and ask them to go through the letter. If they face no problems, then the letter can be sent. If they face any kind of problems, note down the areas where they faced the maximum problems and rectify them.

Letter Format

Date: Company: Contact: Owner: Project: Dear Sir/Madam, Kindly accept the letter of warranty for the product that you have purchased from the above company. The warranty period is of two years from the date of purchase i.e. December 8, 2006. If there is any defect in the product, notify the above company and within a said period of time, the product will be repaired. If however, you had repaired the item from any other contractor, then this warranty will not cover that. Sign: Name: Company: Date:

So now that you know how to write the letter, you won't be facing any further problems while writing it. Just follow the writing tips given here and you can write the best letter possible. Just be careful while you are writing and make sure of all the details that you put in.