DISPUTES & REPLIES

Rejection of Defective or Short-Supplied Goods

Send as soon as inspection shows a problem, and in any case within 15 days of delivery. If the supplier is a micro or small enterprise, goods are treated as accepted unless you object in writing within 15 days, and your payment clock starts running. A prompt, specific rejection protects you on both counts.

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Your business name *

Your registered address *

Your GSTIN

Authorised signatory *

Signatory designation

Recipient name *

Attention (person / designation)

Recipient address *

Purchase order no. & date *

Supplier invoice / challan no. & date *

Date goods were delivered *

Goods delivered *

Rejection

Quantity rejected *

Defects / shortfall found (one per line) *

What you want

Days for supplier to act

Place *

Date *

Laws this relies on

Sale of Goods Act, 1930 · Section 41The buyer is entitled to a reasonable opportunity to examine goods before accepting them.
Sale of Goods Act, 1930 · Section 42Goods are accepted if the buyer intimates acceptance, acts inconsistently with the seller's ownership, or keeps them beyond a reasonable time without rejecting.
Sale of Goods Act, 1930 · Section 43A buyer who rightfully refuses goods need not return them; intimating refusal to the seller is enough.
MSMED Act, 2006 · Section 2(b)Where no written objection is raised within 15 days of delivery, the goods are deemed accepted.

How to execute

Sign on your letterhead and send. No stamp paper needed.

Send within 15 days of delivery to avoid deemed acceptance (Section 2(b), MSMED Act) — a later objection is weaker. Send by e-mail the same day, followed by Speed Post or courier with proof of delivery. Keep photographs, inspection or test reports and the delivery challan. Store the rejected goods separately and do not use them.

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This is a general template, not legal advice. Laws, stamp duty and procedures vary by state and change over time — have a qualified advocate review it for your facts before signing or sending.