Exchange of bag rejected as purchase made at a sale letter


  1. When refusing a work request from a customer claim or adjustment, you can write an eloquent written letter so that the client's affection will remain. The letter helps your client that you treasure him, or she and you are aware and doing everything you can to fix his or her problem.
  2. Explain to the customer that you know his or her position and that you are working on his or her complaint seriously.
  3. Show him or her details on why you are not able to approve of his or her request.
  4. If feasible, you can introduce him or her alternative plans or compromise.
  5. End the letter with a positive comment.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

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

Dear [Recipients Name],

I was sorry to hear that the laptop bag you recently purchased from All-Star Computing Supplies was too small for your laptop and accessories. Unfortunately, because you bought the bag during one of our frequent sales promotions, I am unable to offer you a refund or exchange. Our business prides itself on being able to supply quality goods at an affordable cost and openly advertises that all items on sale can not be returned, exchanged or refunded. To offer an exchange or refund option on sale items would markedly increase the sale price.

Please find enclosed a $10.00 gift voucher in appreciation of your custom. It is redeemable at any All-Star Computing Supplies store and on any item including those on sale. We look forward to being of assistance to you in the future.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -