A “Sample Letter To Car Dealer To Request Repair” is a written request. It’s for getting your car fixed by the dealer. You might need this if your new car has problems. These problems should be covered by the warranty.
Writing this letter can feel daunting. Don’t worry. We’ve got you covered. We will share letter templates. These templates make writing easy.
This article provides samples and examples. Use these to craft your own perfect repair request. We aim to simplify the process. You can get your car fixed quickly.
Sample Letter To Car Dealer To Request Repair
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Car Dealer Name]
[Car Dealer Address]
[Car Dealer City, State, Zip Code]
Subject: Request for Repair – [Year] [Make] [Model] – [VIN]
Dear [Service Manager or Contact Person],
I am writing to request a repair for my [Year] [Make] [Model] vehicle, VIN: [VIN]. I purchased this vehicle from your dealership on [Date of Purchase].
Since the purchase, I have experienced [Describe the problem in detail. Be specific about what is happening, when it happens, and how often it happens].
I believe this issue may be covered under the [Warranty Type – e.g., manufacturer’s warranty, extended warranty, or implied warranty]. My warranty information is [Provide warranty details, policy number, etc., if applicable].
I would like to schedule an appointment to have my vehicle inspected and repaired as soon as possible. Please contact me at [Your Phone Number] or [Your Email Address] to arrange a suitable time. I am available [Mention your availability, e.g., weekdays after 3 PM, any day].
I look forward to hearing from you soon and resolving this issue.
Sincerely,
[Your Name]
[Your Signature, if sending a hard copy]
How to Write Sample Letter To Car Dealer To Request Repair
When verbal negotiations stall, putting your complaint in writing is the most powerful next step. A well-structured sample letter to car dealer to request repair does more than just state the problem; it serves as a formal record of your dispute and demonstrates that you are serious about exercising your consumer rights.
Whether you are dealing with a used car dealership or a franchise showroom, the goal is to communicate clearly, firmly, and professionally. Below is a breakdown of how to structure your letter and the specific details you must include to get results.
1. The Header and Salutation
Start with standard business formatting. Include your name, address, and the current date, followed by the service manager or general manager’s name and the dealership’s address. If you don’t have a specific name, address it to the “Service Department.”
Pro Tip: Sending your letter via certified mail with a return receipt is crucial. This provides legal proof that the dealership received your written notice, which is often required if you eventually pursue a lemon law case.
2. Clearly Identify the Vehicle and the Issue
In the opening paragraph, get straight to the point. State that you are requesting a repair for your vehicle. You must include the vehicle’s vital statistics to avoid confusion:
- Make and model
- Vehicle Identification Number (VIN)
- Date of purchase
- Current mileage
Describe the vehicle defect in detail. Be specific about the symptoms—for example, “The transmission slips when shifting from second to third gear,” rather than a vague “The car runs poorly.” If the car is still under the manufacturer warranty or an extended warranty, explicitly reference this coverage.
3. Document the Repair History
If this isn’t the first time you’ve visited the service department for this issue, outline the repair attempts made so far. This section is vital for building a case for a lemon law claim or a buyback request later.
- List the dates you brought the car in.
- Mention the repair orders or invoice numbers associated with those visits.
- Note how many days the vehicle was out of service (the days out of service count is often a trigger for state consumer protection laws).
4. State Your Demands and a Deadline
Clearly define what you want the dealer to do. Are you asking for a final repair attempt? Are you requesting a replacement vehicle while yours is in the shop? Or, if the car is severely defective, are you demanding a refund or replacement under state laws?
Set a reasonable but firm deadline for a response (usually 10 business days). This shows you are giving them a fair opportunity to repair the defect before you escalate the matter to the Better Business Bureau, your state attorney general, or a consumer protection agency.
5. Attach Supporting Evidence
Never send your originals! In the closing of your letter, list the copies of documents you are including. This supporting documentation usually includes:
- Sales contract or bill of sale.
- Previous repair invoices and work orders.
- Warranty documents.
- Any correspondence with the car manufacturer.
Sample Template Structure
- Your Contact Info
- Date
- Dealership Contact Info
- Subject Line: [Urgent: Request for Repair / Final Repair Attempt for [Year] [Make] [Model] – VIN: [Number]]
- Body Paragraph 1: Purchase details and warranty status.
- Body Paragraph 2: Description of the safety defect or mechanical issue.
- Body Paragraph 3: History of previous failed attempts to fix the car.
- Conclusion: Specific demand and deadline for resolution.
- Sign-off: Sincerely, [Your Name].
What to Do If They Ignore Your Letter?
If the dealer fails to respond or refuses to fix the substantial defect, you may need to escalate. This could involve contacting the manufacturer directly, filing a complaint with the Department of Motor Vehicles (DMV), or consulting a consumer law attorney who specializes in breach of warranty and auto fraud.
Frequently Asked Questions: Requesting Car Repairs from a Dealership
This section provides answers to common questions about writing a letter to a car dealership requesting repairs. Understanding your rights and responsibilities can help ensure a smooth and satisfactory resolution.
1. What information should I include in my repair request letter?
Your letter should include your name, address, phone number, vehicle identification number (VIN), the date of purchase, a detailed description of the problem, and the date the problem was first noticed.
2. Should I send the letter via certified mail?
Yes, sending the letter via certified mail with return receipt requested is highly recommended. This provides proof that the dealership received your letter.
3. What if the dealership refuses to perform the repairs?
If the dealership refuses to perform the repairs covered under warranty or implied warranty, you may consider seeking legal advice or contacting your state’s consumer protection agency.
4. How long should I wait for a response from the dealership?
Allow the dealership a reasonable amount of time to respond, typically 10-14 business days. If you haven’t received a response within that timeframe, follow up with a phone call or a second letter.
5. What if the repair is not covered by the warranty?
If the repair is not covered by the warranty, you can negotiate the repair cost with the dealership or seek a second opinion from another mechanic. Consider whether an extended warranty could offset the cost.
Related:
Sample Letter to Return Used Car
Sample Letter To Manufacturer For Refund Of Vehicle
Letter to Cancel Car Insurance
