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Complaint Letter - Poor Product / Service

Distributor to return goods and replacement

An email or letter of the distributor regarding returned defective goods. It suggests the manufacturer offers the distributor instead of providing the refund, the price is applied to a replacement model instead.

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Document Description

The document titled 'Complaint Letter - Poor Product / Service' is a formal letter written by a customer to express dissatisfaction with a product or service provided by a company. The letter serves as a means for the customer to communicate their concerns and request a resolution to the issue.


The importance of this document lies in its ability to provide a clear and concise account of the customer's complaint, allowing the company to understand the problem and take appropriate action. It serves as a formal record of the customer's dissatisfaction, which can be used as evidence in case further action is required.


The entire document consists of several sections, each serving a specific purpose. The first section includes the sender's contact information, such as their name, address, phone number, and email. This information is essential for the recipient to identify and respond to the complaint.


The second section is the salutation, where the sender addresses the recipient by their name. This establishes a formal tone and shows respect towards the recipient.


The third section is the body of the letter, where the sender explains the reason for their complaint. In this case, the sender mentions that they returned a product due to performance issues and highlights that they have not received any acknowledgement or response from the recipient.


The fourth section is a request for action. The sender asks the recipient to either provide a replacement for the product or issue a credit note for the invoiced cost of the returned product. This section emphasizes the sender's expectation for a prompt resolution to their complaint.


The fifth and final section is the closing, where the sender signs off the letter with their name, job title, and company affiliation. This adds credibility to the complaint and indicates that it is being made on behalf of the sender's organization.


Overall, this document serves as a formal means for a customer to express their dissatisfaction with a product or service and request a resolution from the company. It is important for both parties to address the complaint promptly and find a satisfactory solution to maintain customer satisfaction and uphold the company's reputation.

How to use this document?

1. Provide your contact information: Include your name, address, phone number, and email at the beginning of the letter. This will ensure that the recipient can easily identify and contact you.

2. Address the recipient: Use the recipient's name in the salutation to establish a formal tone and show respect.

3. Explain the reason for your complaint: Clearly state the issue you have encountered with the product or service. Provide specific details and any relevant evidence to support your claim.

4. Request a resolution: Clearly state what action you expect the recipient to take. Whether it is a replacement for the product or a credit note, make your expectations clear.

5. Sign off the letter: End the letter with a closing, including your name, job title, and company affiliation. This adds credibility to your complaint.


It is important to remember that this document is a formal complaint letter, and its purpose is to communicate your dissatisfaction and request a resolution. Focus on providing clear and concise information, avoiding unnecessary details or emotions. Keep the tone professional and respectful throughout the letter.

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