05:18
Ornov Chowdhury Bappi
How to write a complaint letter?
businesscommunicationnew| Example- 1: Delay in sending goods |
| 49 Elephant Road New York 30 December, 2011 Manager-Sales Janata Textile Ltd. Taxes Ref.: Order/106/2011 Dear sir, This can be informed that we have just received your consignment no. 4046 containing 1000 pieces of T-shirts delayed by 10 days, against our order No. 106/2011. The consignment supposed to reach us on or before 15 December. But unfortunately we have received the goods after 10 days. In the mean time SAF games already been completed. As a result we have already lost our orders. As T-shirts were designed by using the ‘logo’ of the SAF games then it will be very difficult on our part to sell those T-shirt now. Please consider the matter seriously. Extra 25% discount can help us to sell the T-shirt at a reduced price. Let us know your decision as early as possible otherwise it may not possible for us to accept the consignment. Your faithfully Manager purchase |
Tip
General structure of any complaint letters
| 1st part | Address of company | Mick Fabrics…………………………. |
| 2nd Part | Date | 30 December, 2011 |
| 3rd part | Complaint letter of Other company address | Manager-sales ………………………………….. |
| 4th part | Reference | Ref.: Order/106/2011 |
| 5th part | Welcome | Dear sir |
| 6th part | Directly complaint but maintains discipline and curtsey. | This can be informed that we have………………………………………. |
| 7th part | Cause of Complaint and Details | In the mean time SAF games……………………………………… |
| 8th Part | Application of correction. Such as Extra 25% discount can help us to sell the T-shirt at a reduced price. | Please consider…………………………………… Extra 25% discount ………………………. |
| 9th Part | Step of activities and accept the consignment | Let us know………………………………… |
| 10th Part | Bye | Yours faithfully |
| Example-2: Claim against the poor quality of goods |
| Jacky and Brothers Station Road New York 30 December, 2011 Sales Manager Jhon Electronics Washington Ref.: Od/17/9/2011 Dear sir, We regret to inform you that the quality of the table fans and tube lights which you sent are not as per specification and of poor quality. In our locality we always sell quality goods, thus to protect our goodwill and to protect the interest of our customers it will be very difficult on our part to accept the consignment. Thus it will be beneficial for both of us if you send a fresh consignment of quality goods in exchange of these inferiors’ goods. We are looking forward for your logical decision. Sincerely yours Purchase Manager |
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