Letter

Complaint Or Claim Letter

Complaint Letter

If the goods received by the buyer are not according to his letter or order, then he can complaint to the seller. The letter which contains complaint is called complaint letter.A letter of complaint can be written by any firm to another.

Areas where errors may fall:

Merchandise

The goods have been delivered damaged.

The defective goods have been delivered.

The wrong goods have been delivered.

Shortage discovered in consignment.

The quality of goods may not be satisfactory.

Services

The goods have been delivered late.

The service is discourteous.

Letters sent but not reply received.

BASIC PRINCIPLES OF MAKING COMPLAINTS

Write promptly

You should not delay in writing a complaint letter, as this will weaken your position and the supplier may have difficulty in investigation the cause.

Write carefully

While writing a complaint letter, you must explain carefully and thoughtfully what is wrong. Before writing a complaint, it should be clearly known that the cause of complaint does should not arise from any mistake.

Write Tactfully

You should be tactful while explaining the fault of other person. In first paragraph you should explain the fault and problems. You should present the facts honestly and clearly.

Cool Minded

While writing a complaint letter you should be cool minded. A good complaint letter is always written at that when a man is feeling easier. A letter written in angry tone would do more harm.

Positive Attitude

While making complaint you should adopt positive attitude. A courteous message does not hurt the reader and he is prepared to make amends and cooperate. Avoid threatening or negative accusations such as:

I Demand           You will have to         Why can’t you etc

Necessary details

In complaint letter, you should include necessary details about the goods and the letter of order, so that your claim can be processed quickly.

Indicate Loss

You should indicate the loss which you have suffered.

Claim

While writing a complaint letter you should also explain your claim which the company should do for you. But you must be reasonable in your request.

SOME TYPICAL COMPLAINT LETTERS DEFECTIVE GOODS

Dear Sri,

We thank you for the prompt dispatch of ballpoint pens, but we regret to say that these ballpoints have been found to be defective. They are clearly not giving satisfaction, therefore, we have stopped selling them. This has causes inconvenience to our valued customers, which is very much against our business ethics. We should like if you send a new shipment at once to replace them. We should appreciate your taking care this matter as quickly as possible.

GOODS NOT ACCORDING TO SAMPLES

We thank you for the prompt dispatch of ball point pens, but we regret to say that these ball points have been found to be defective. They are clearly not giving satisfaction, therefore, we have stopped selling them. They are not according to the samples supplied by your representative. This has caused inconvenience to our valued customers which is very much against our business ethics. We should like if you send a new shipment at once to replace them. We should appreciate your taking care this matter as quickly as possible.

DAMAGE GOODS

We have today taken delivery of 20 computers packing our order dated june6, 2003. On opening the packing, we found that 8 computers were damage. I can assume only that this was due to careless handling at some stage prior to packing. We would like if you send a new shipment at once to replace them. We should appreciate your taking care of this matter as quickly as possible.

SHORTAGE OF GOODS

We have today taken delivery of 80 books of auditing against our order dated june6, 2003. On opening the packing, we found that 8 books were missing. I can assume only that this was due to careless handling at some stage prior to packing. We would like if send a new shipment as early as possible.

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