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The document titled 'Complaint Letter to Supplier' is a formal letter written by a company to a supplier to address a billing error in an invoice. The importance of this document lies in its ability to communicate the issue to the supplier and request a correction. The letter begins with the sender's information, including the company name and address, followed by the recipient's information, which includes the supplier's name and address. The current date is also mentioned.
The letter starts with a salutation, addressing the supplier. It then proceeds to explain the purpose of the letter, which is to complain about a billing error in the invoice. The sender mentions that they have been invoiced for a purchase they did not make or have been overcharged for a product or service. The specific amount in question is also mentioned.
The sender provides two possible scenarios depending on whether or not there are order details available. If there are no order details, the sender states that the supplier is billing them for goods without purchase orders that they already have in stock. They request the supplier to revoke the invoice and ensure that the goods they did not order are not delivered. On the other hand, if there are order details, the sender provides the correct order details and asks the supplier to revise the invoice accordingly.
The letter concludes with a statement expressing the sender's expectation of an early response and the dispatch of a correct invoice in the future. It ends with a closing and the sender's name.
In summary, the 'Complaint Letter to Supplier' is a formal document used to address a billing error in an invoice. It is important as it allows the company to communicate the issue and request a correction from the supplier.
To use the 'Complaint Letter to Supplier' document effectively, follow these steps:
1. Provide your company's information: Fill in the sender's information, including the company name and address, at the beginning of the letter. This ensures that the supplier can identify the sender.
2. Fill in the supplier's information: Enter the supplier's name and address accurately. This ensures that the letter reaches the intended recipient.
3. Specify the current date: Include the current date in the letter to establish the timeline of the complaint.
4. Address the supplier: Begin the letter with a salutation, addressing the supplier by their name or title.
5. Explain the billing error: Clearly state the reason for the complaint, whether it is a purchase not made, overcharging, or an amount exceeding the quotation.
6. Provide order details (if applicable): If there are order details available, include them in the letter to support your claim. This helps the supplier understand the correct order and rectify the error.
7. Request correction: Clearly state your expectation for the supplier to revise the invoice and rectify the error accordingly.
8. Express expectation of response: Conclude the letter by expressing your expectation of an early response from the supplier and the dispatch of a correct invoice in the future.
9. Sign off: End the letter with a closing, such as 'Yours sincerely,' followed by the sender's name.
By following these steps, you can effectively use the 'Complaint Letter to Supplier' document to address a billing error and request a correction from the supplier.