If damaged or defective parts and products are covered by manufacturer's warranty, return them immediately to the manufacturer. Provide notice of the problem by e-mail and then follow up with a letter via fax or regular mail. Make sure you follow the stated returns policy.
Here is a sample letter you can use to notify your manufacturer or supplier of problems with parts and products.
To: Manufacturer@xyz.com From: Jvirtual@acmesports.com Subject: Damaged goods
We received order number A-1234 this week on schedule. Thank you for continuing to make timely deliveries.
Unfortunately, some of the merchandise arrived damaged. We are returning the damaged goods to your company for full reimbursement. Please credit our account and send me a receipt for my records upon doing so. Alternatively, please send replacement merchandise for arrival no later than [insert date].
Let me know if you have any questions. Otherwise, I look forward to hearing back from you regarding how we can best solve this matter and eliminate a reoccurrence in the future.