I have to write a letter to a potential customer that guarantees quality products. Does anyone have any sample letters. Thanks for your help.
:bonk:

I have to write a letter to a potential customer that guarantees quality products. Does anyone have any sample letters. Thanks for your help.
:bonk:

How about you write a draft and post it here for comments ? This is because each organization has its own strenghts and can not be generalized. Another point was whether you would be sending this letter alone or this would be a part of a package like Business Plan or Marketing plans etc ?

You could refer this Google search (http://www.google.com/search?q=letter+to+prospective+customer+ensuring+quality+&hl=en&newwindow=1&sa=2)for drafting the letter :)

I have to write a letter to a potential customer that guarantees quality products. Does anyone have any sample letters. Thanks for your help.
:bonk:

What you're describing is actually a contract, or will become one. I've never heard of a customer requesting such a thing, because the details of product quality are generally captured in purchase orders and other related documents. I wouldn't agree to such a letter without qualified legal advice.

I have to write a letter to a potential customer that guarantees quality products. Does anyone have any sample letters. Thanks for your help.
:bonk:

Why?

I agree with Jim. I would contact an Attorney before I would. How can you guarantee Quality. You can try and meet the needs of your Customer, but what IF, there is a slight scratch or something that happened to the product during shipment. Are you going to take pictures of the product before shipment?

I would definitely talk to someone from the legal aspect.

Folks, let's remember that the A in QA stands for ASSURANCE. Quality Assurance is something that we have no probably referring to, even though, most people realize that the best quality systems in the world are not 100% defect free.

To me, this type of letter is meaningless. Like Jim mentioned, the critical thing is to contractually define the conditions, including acceptability criteria. And remember that, the supplier's ability in providing "defect-free" product depends on the customer CLEARLY defining acceptance criteria and product specifications.

I agree - the letter itself seems meaningless - but he could use it as an opportunity to describe the techniques used in product manufacture to prevent / eliminate defective product - SPC / Poke Yoke etc etc.

I agree - the letter itself seems meaningless - but he could use it as an opportunity to describe the techniques used in product manufacture to prevent / eliminate defective product - SPC / Poke Yoke etc etc.

That's exactly what automotive customers want from their suppliers through the Production Part Approval Process (PPAP). The Part Submission Warrant (PSW) is the final document (I call it the "warranty card") that is signed by an authorized representative from the supplier organization. It's a very common practice in this industry.

Stijloor.

That's exactly what automotive customers want from their suppliers through the Production Part Approval Process (PPAP). The Part Submission Warrant (PSW) is the final document (I call it the "warranty card") that is signed by an authorized representative from the supplier organization. It's a very common practice in this industry.

Stijloor.

Then you think that a signed PSW is a "guarantee of quality product"?

Then you think that a signed PSW is a "guarantee of quality product"?

No, not necessarily, but at least somebody's "head" is on the line. ;)

Stijloor.

I have to write a letter to a potential customer that guarantees quality products. Does anyone have any sample letters. Thanks for your help.
:bonk:

Since it is a potential customer, your letter just need to describe your organizations 'general' policy on product guarantee with a list of items guaranteed as well as the period. This is for information purpose only and would be non binding because details, as the others had pointed out would be in the negotiation and contract.

I'd keep in mind something that Coury mentioned.

If your company is insistent on having such a letter (of course i'd explain to management the risks of offering guarantees), make sure your guarantee covers just the part of service you are offering. I'm definitely not as clued up as the other members, but I know what I would do if I was offered a guarantee - any flaw, regardless how little (or whose fault i.e. scratched in delivery be separate company) would be registered and reported in an effort to claw back/reduce costs.

I agree with the other Coveists that this type of letter is not really beneficial for your company, and an alternative (i.e. details of how you manage quality) would be more effective.

Good luck with it.

More info pls.

What product/s are involved (ie, what do you sell/make)?
What kind of guarantee does your potential customer want? And how large are they (size of their business/worth to your company).
And do you have any idea why your customer is asking for such a letter and what they intend to do with it?

I have to write a letter to a potential customer that guarantees quality products. Does anyone have any sample letters. Thanks for your help.
:bonk:

IMO, I think some people are a little paranoid here.

Does the letter really accomplish much for the customer? Probably not. As a customer however, I might be a little curious that my supplier was so hesitant to provide one if asked. It might very well give me a reason to think I would not be getting a quality product.

Like has been already stated, all the quality related aspects should be included in the contract such as drawing, specifications, testing etc. Any asthetic properties should either have clear specifications as to what is allowable or boundary samples as well.

If, at some point in time, there is a quality issue, does the mere fact that the customer is holding that letter give them any more ammunition than already have with the contract etc. ?

I have to write a letter to a potential customer that guarantees quality products. Does anyone have any sample letters. Thanks for your help.
:bonk:

I'd keep in mind something that Coury mentioned.

If your company is insistent on having such a letter (of course i'd explain to management the risks of offering guarantees), make sure your guarantee covers just the part of service you are offering. I'm definitely not as clued up as the other members, but I know what I would do if I was offered a guarantee - any flaw, regardless how little (or whose fault i.e. scratched in delivery be separate company) would be registered and reported in an effort to claw back/reduce costs.

I agree with the other Coveists that this type of letter is not really beneficial for your company, and an alternative (i.e. details of how you manage quality) would be more effective.

Good luck with it.

More info pls.

What product/s are involved (ie, what do you sell/make)?
What kind of guarantee does your potential customer want? And how large are they (size of their business/worth to your company).
And do you have any idea why your customer is asking for such a letter and what they intend to do with it?

IMO, I think some people are a little paranoid here.

Does the letter really accomplish much for the customer? Probably not. As a customer however, I might be a little curious that my supplier was so hesitant to provide one if asked. It might very well give me a reason to think I would not be getting a quality product.

Like has been already stated, all the quality related aspects should be included in the contract such as drawing, specifications, testing etc. Any asthetic properties should either have clear specifications as to what is allowable or boundary samples as well.

If, at some point in time, there is a quality issue, does the mere fact that the customer is holding that letter give them any more ammunition than already have with the contract etc. ?All good points!



Who had the idea for a letter in the first place? (you, your boss, a consultant, the customer?)
Why are YOU the one who has to write this letter? How do YOU personally guarantee the quality of the product? Do you have the right, power, and authority within your organization to bring everything to a screeching halt unless the quality meets YOUR approval?


:topic:
Depending on who initiated the idea of the letter and whether a subsequent contract with the prospect (when and if he becomes a customer) affirms or negates the promises and guarantees made in the letter, the letter you suggest is probably going to be considered a mere "marketing puff letter" and won't be given much weight by anyone, including a court of law, unless and until you get a contract with this prospect and you subsequently deliver nonconforming material. (Note the key word is DELIVER, not PRODUCE. S[tuff] happens and most organizations produce a nonconforming product from time to time (the nature of variation.) The key is not to deliver such nonconforming product to a customer. If that [stuff] happens and you deliver nonconforming material anyway, the "guarantee" is usually that you will replace it with good material at no cost to the customer. The tricky part is avoiding consequential damages if the nonconforming part gets installed in the customer's product or is used by the customer and a cascade of bad events springs from that instance.

I suppose we need to find out more on the objective of this letter. From outlook of the topic, I shall assume that this letter should only covers the warranty terms and conditions for any product failure. This letter can be redundant if such terms and conditions are already stated in the contract or quotation.

:2cents:

Based on the paucity of info + months of silence of the OP, I doubt there's much to be gained here.

Based on the paucity of info + months of silence of the OP, I doubt there's much to be gained here.

You are absolutely right - the OP's Last Activity: 7th April 2009 07:14 AM

But the OP generated a good discussion amongst us, isnt it :)