Aero Precision Customer Service Email — Expert Guide

Overview and Purpose

Writing an effective customer service email to Aero Precision (official site: https://www.aeroprecision.com) is about clarity, evidence, and a clear desired outcome. Aero Precision services include order support, parts replacement, warranty claims and technical guidance for AR-style receivers, upper/lower parts, and completed components. A professional email speeds diagnosis: businesses typically triage incoming support requests within 24–72 hours; providing organized, complete information reduces back-and-forth and shortens resolution time.

This guide explains what to include, how to document defects, suggested phrasing, and realistic timelines. It also covers logistics (shipping, returns, RMA expectations) and escalation steps. Follow these steps to reduce turnaround from days to a single business cycle for routine requests and to establish a clear record that preserves your rights under any published warranty or consumer law.

When to Email vs Call

Email is the preferred channel when you need a documented record: warranty claims, photographic evidence of defects, digital invoices, and any request that requires attachments. Use email if you want Aero Precision to issue an RMA, schedule repairs, or authorize a replacement—those tasks are processed more reliably when accompanied by order numbers and images. Emails also allow Aero Precision staff to consult internal records and parts diagrams before responding.

Call customer service for urgent, time-sensitive matters such as stopping an order within 24 hours of placement, arranging expedited shipment, or confirming carrier tracking during a same-day delivery window. For less urgent but proof-sensitive matters (fitment issues, finish defects, machining anomalies), email first and call only if you do not receive a response within the stated 48–72 hour window.

Preparing Your Email — Essential Information

Prepare these elements before composing the body of your message. Organized submissions accelerate verification and elimination of trivial issues (wrong item, missing set screws, installation orientation). Keep originals and digital copies of receipts, order confirmations, and the invoice line that lists SKU and price paid.

Attach clear, focused photos and a concise, chronological description of the issue. If parts are serial-numbered, include a readable photo of the serial number. If possible, include a short video (10–30 seconds) showing the symptom. Name attachments logically (e.g., Order12345_UpperSnack.jpg). Use PDF for invoices and JPG/PNG for photos; if files exceed standard attachment limits, upload to a secure cloud link and include the link in the email.

• Minimum data to include: order number; SKU(s) or product name; serial number (if present); purchase date and seller; price paid; brief description of defect; desired resolution (refund/replacement/repair); and return shipping address. Example: “Order #AP-2024-01827; SKU AP-AR-15-556-LOWR; SN: AP1234567; purchased 2024-04-10 from Authorized Dealer ‘Example Armory’; paid $199.99.”
• Attachment best practices: invoice PDF, 3–6 photos (macro + context + serial #), one 15–30s video if needed, and any bench tests or measurement screenshots (caliper reads, torque settings). Label files for quick review (Order#_Photo1.jpg, Order#_Serial.jpg).

Email Structure and Sample Templates

Use a subject line that includes the product and order number to ensure fast routing (subject examples listed below). Start with 1–2 sentences summarizing the issue, then a short bullet or numbered list with the essentials (order number, SKU, date, dealer, price). End with the attachments list and explicit request (refund, exchange, replacement part). Keep the message under 400–600 words to respect reviewer time while still being complete.

• Sample subject lines: “RMA Request — Order #AP-2024-01827 — Defective Upper Receiver”, “Warranty Claim — SN AP1234567 — Bolt Carrier Issue”, “Return/Exchange Request — Order #AP-2024-01827”.
• Short template (defect): “Hello Aero Precision Support — Order #AP-2024-01827. I installed the upper receiver on 2024-04-15; after 150 rounds I observed cracked gas block area (see photos). SKU: AP-UPR-556; SN: AP1234567. Attached: invoice.pdf, photo1.jpg (full view), photo2.jpg (close-up), video1.mp4. Desired resolution: replacement upper or repair. Please advise RMA steps.” Use the same format for returns, substituting the reason (fitment/changed mind) and noting the return window and condition.

Attachments, Evidence, and Measurement Tips

Photographic evidence should be high-resolution but not huge: 1–5 MB per photo is ideal. Use natural light or a neutral light source; provide a ruler or digital caliper in the image for scale. For dimensional complaints, include at least one measurement screenshot or photo showing the tool reading (e.g., bore diameter, pin hole spacing). Timestamps or an adjacent calendar page can help establish when the photos were taken if timing is relevant.

Videos should be short (10–30 seconds), focused, and narrated to highlight the symptom (e.g., cycling issue, loose part noise). If you performed bench tests (torque settings, magnified inspection), summarize the steps and conclusions in the email. Well-documented submissions often move directly to RMA approval without intermediate questions.

Follow-up, Escalation and Timelines

Expect an initial acknowledgment within 24–72 hours. Typical internal processing for RMA issuance can be 3–5 business days; once you ship, allow transit plus inspection time—repairs or replacements commonly take 7–30 days depending on backlog and part availability. Keep the case ID or RMA number prominently in any follow-up emails (e.g., “RMA #RMA-54921”).

If you do not receive a substantive reply in 5 business days, reply to the original email with the case ID and a concise status request, and optionally call the phone number listed on Aero Precision’s contact page. If needed, escalate by requesting a supervisor or referencing customer service SLA timelines. Maintain copies of all correspondence and tracking numbers until the claim is fully resolved.

Shipping, Returns and Warranty Practicalities

When Aero Precision issues an RMA, they will specify the return address, shipping method and whether the customer or company covers transit costs. For domestic U.S. returns, customers commonly use UPS Ground, FedEx Home, or USPS Priority with tracking and insurance for the full item value. Insure returns to the full purchase price; typical domestic return shipping costs range from $10–$25 depending on carrier and parcel size. For international returns, expect higher carrier costs and potential customs paperwork.

Warranty coverage and exclusions vary by product and year; consult Aero Precision’s warranty page for current terms and exclusions. In practice, many manufacturers cover manufacturing defects at no charge for parts but may require proof of normal use and not-altered condition. If you purchased through a dealer, including the dealer’s invoice often expedites coverage verification. Keep in mind that warranty resolution could be replacement, repair, or refund depending on stock levels and the nature of the defect.

Best Practices and Legal Notes

Be factual, concise and polite. Avoid emotional language; list facts, attach evidence, and propose a clear remedy. Do not include unnecessary personal data in attachments—sensitive documents should be redacted. If your purchase involved a firearm or restricted item, ensure transfers comply with federal/state laws; for items shipped to an FFL, note the FFL name and contact in your message.

Finally, preserve documentation until the issue is resolved. If you exhaust company remedies and consider a chargeback or legal action, a clean paper trail (emails, photos, RMA numbers, tracking) is essential. Use the Aero Precision website (https://www.aeroprecision.com) to confirm current contact channels and warranty details before sending your initial email.