Complaint Letter

A Complaint letter   is a letter from the buyer containing claims for compensation to the seller because of damage to goods, goods lost in transit, quality does not comply with an order that  could be detrimental to the buyer. In this case, the buyer should include a good reason about the complaint. If the claim is proven, then the buyer is entitled to receive replacement of goods or reimbursement. However, if damage to the goods was caused by the buyer himself then he is not entitled to claim losses to the seller.

On the other hand, the seller must examine the charges against him by investigating the causes of this  complaint. Is it really the fault of the seller, the carelessness of the packing, delivery of goods or the buyer?  Thus, he can contact the party who made a mistake. If the fault is caused by the seller, he has to accept these demands. When the fault of the sender or transport, then the seller may request accountability from them. Similarly, if the fault comes from the buyer.

How To Write Complaint Letter

When you write a complaint letter, make sure the letter consists of 4 parts :

  • Opening Information : We hereby inform you that we have received our order on time.
  • Problem : However, after we check it, it turns out there is some stuff that does not comply with our orders and some others were damaged.
  • Request : We hope that you can check them out and replace the damaged stuff as soon as possible.
  • Closing : We look forward to hearing from you shortly.

Although we are not satisfied with the situation, please write politely.

Complaint Letter  for Damaged Goods


American Textile Ltd
555 Main Street
Springfield, OH 45321
(513) 683-8111

September 29, 2020

Caribbean Textile, Inc.
5220 West 22nd Street
New York, Y 10062

Dear Sir :

We hereby inform you that we have received the goods we ordered in a timely manner. However, after we checked, there were several items that are not in accordance with our orders and some others were damaged. This causes delays in delivery of goods to our customers so that they feel disappointed with the delay and switch to another company. This is totally unacceptable and could damage our reputation.

Therefore, we hope that you are willing to re-examine the item and immediately replaced the damaged goods. We do not want this incident to happen again to avoid disappointment to all parties in future.

We look forward to hearing from you as soon as possible.

Sincerely,

Paul Green
Purchasing Manager

 


Complaint  Letter  for Delayed Order

 

Complaint  Letter  for Delayed Order

 

 

 

 

 


American Textile Ltd
555 Main Street
Springfield, OH 45321
(513) 683-8111


September 29, 2020
Caribbean Textile, Inc
5220 West 22nd Street
New York, Y 10062
Dear Sir :
We hereby inform you  that   our order  has  been delayed  for a week.  Consequently, many  of  our customers feel disappointed with this delay and go to another company. This is certainly unacceptable and could damage our reputation. Therefore, we hope that you can send our order as soon as possible.

We do not want this incident to happen again to avoid disappointment to all parties in future.

We look forward to hearing from you as soon as possible.

Sincerely,

Paul Green
Purchasing Manager


Complaint Letter to a Bank


Roman Britain Ltd.
No. 1 Great Portland St, Camden Town, Phone 020-77777 5555
April 1, 2020
Mr. Freddy Taylor
Manager of Camden Bank
No. 123 Great Portland St, Camden Town
Dear Mr. Taylor,
We  got a notification letter from Norris Ltd ,which is our long loyal client, that the check we provided as our payment could not be drawn in your bank with understandable reason. We have checked that our balance is much more than the amount of money in the check. Therefore, we would like to have this problem solved.
In future, we really expect this incident not to happen again because it really damages our reputation and our company development.
We are really looking forward to hearing from you as soon as possible.
Sincerely,
Desmond Fernandez
Purchasing Manager

Consumer Complaint Letter

 

 

 

 

 

 

 

 


Television Services
501 Main Street
Springfield, OH 45321 (513) 683-8100


September 29, 2020

General Television, Inc.
5321 West 23rd Street
New York,  10062

 

Dear Sir :

On  July  I ordered nine  TV  tuners  for your model MX-15 color receiver. The  tuner part  number was TR-5771-3.  On  August  5th  I  received the tuners labeled TR-413-7. I immediately returned these tuners with a note indicating the mistake had been made. However, not only have I failed to receive the tuner ordered, but I have also been billed repeatedly.

Please either send me the tuners I ordered or cancel my order. I have enclosed a copy of my original order and the most recent bill.

Sincerely,

Robert Springfield

Adapted from Business Writer’s Handbook

 


Complaint Letter Example for Bad Product

 

Simmons Co.

No. 1 Straight Road, St. Barbara, California 92345, Phone/Fax 1234567 

March 30, 2021

 

 

Mr. Danny Douglas

Total Company

679 South Street

St. Barbara, California 123456

 

Dear Mr. Douglas

 

We have received our order #12345 on time but we found out that five boxes of the clothing were not in good condition. They were stained with dirty oil spillage.

 

We are pleased if one of your representatives could come over to check and find the solution to this problem.

 

We are really looking forward to hearing from you.

 

 

Sincerely,

 

 

 

Michael Maximus

Purchasing Manager

 

If you receive some complaints, you can check these adjustment letter samples.

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