Letter of complaint

By

Kamlesh Joshi

Letter of complaint

• Introduction:• Letters written to bring the different

mistakes to the notice to the suppliers from affected party are called complaint letters.

• In commercial correspondence letters of complaint should not be rude or angry in tone but gentle and yet firm by stating the complaint clearly and precisely.

Letter of complaint

• Occasions for writing complaint letters:• Late delivery of goods.• Receipt of defective goods.• Receipt of damaged goods.• Shortage of goods.• Receipt of wrong goods.• Inferior quality goods.• Misbehavior of an employee.

Letter of complaint

• Letter of complaint should state:

• The complaint clearly.• Give relevant details about the quality or

quantity of goods you have received.• Request remedial action.

Letter of complaint

• Opening statements:• We are sorry to inform you that the goods

supplied by you were not ____________.• We are sorry to inform that the supplies

made by were not according to the order placed by us.

• We regret to point out to you the unsatisfactory execution of our order.

Letter of complaint

• Closing statements:• We wish you to send us promptly the right

quality of ____ and make good the loss suffered by us.

• May we expect that such mistakes will be avoided in future ?

• Would you be kind enough to replace the defective items at the earliest ?

Letter of complaint BHARAT ELECTRICALS RAJKOT20th July, 2012To The ManagerGujarat ElectricalsAhmedabad.

Dear Sir,

Letter of complaintSUB. : Complaints regarding damaged items.

We are thankful to you for your prompt actionon our request to supply fans as per our order no. F/326, dated 15th July, 2012. On opening the consignment, we were Shocked to see that the blades of eight ceiling fanswere damaged. Moreover the paint of three pedestal fans has peeled off awkwardly.

Letter of complaint Would you be kind enough to replace these

damaged items at your earliest ? Yours faithfully, --------------------

Letter of complaint NEW CITY PRINTERY Station Road, Rajkot15th July, 2012.To The Sales ManagerGujarat Paper Products Ltd.Ahmedabad.

Dear Sir,

Letter of complaintSUB.: Letter of Complaint against some paper received in damaged condition.

Two reams of my paper of 14 kg. that you have supplied against our order no. 456 of 10th July have reached us in a damaged condition. Since the other reams in the case are in a good condition, we feel that the damage was not caused in transit and it is perhaps at your place.

Letter of complaintWe required this paper to print for one of our clients

who wants it immediately. We feel we will have to suspend the work to the displeasure of our customer, unless you hurry up the replacement before 20th July.

Please confirm replacement at the earliest and make good for the loss suffered by us.

Yours faithfully, S. P. Vora (Proprietor)

Thank you