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The document titled 'Complaint Letter - Product' is a formal letter written by a customer to a supplier or manufacturer to express dissatisfaction with a product that was delivered in a damaged or unsatisfactory condition. The letter serves as a means for the customer to communicate their concerns and request a resolution or compensation.
The entire document consists of several sections, each addressing a specific aspect of the complaint. The first section includes the sender's contact information, such as the company 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 first name. This establishes a formal and polite tone for the letter. The sender then proceeds to provide a detailed description of the issue. They mention that the product was delivered with a worn-out wrapping, resulting in the product itself being soiled and slightly frayed at the edge.
In the following section, the sender expresses their disappointment and frustration, highlighting that this is the second time they have encountered such a problem within a short period. They emphasize the need for the supplier to take precautions to prevent friction damage during transit and request that these precautions be considered for future orders.
The sender then proposes a solution to the problem. They suggest reducing the selling price of the product by 10% due to its condition and request a corresponding allowance on the invoice cost. If the supplier is unable to provide this allowance, the sender states their intention to return the product for a replacement.
The letter concludes with a closing remark, expressing the sender's hope for a prompt response from the recipient. It is signed with the sender's first name, last name, and job title, indicating the official capacity in which the complaint is being made.
Overall, this document serves as a formal means for a customer to express their dissatisfaction with a product and seek a resolution or compensation from the supplier or manufacturer.
Guidance for using the 'Complaint Letter - Product' document:
1. Provide contact information: Fill in the sender's company name, address, phone number, and email in the designated fields. This ensures that the recipient can easily identify and respond to the complaint.
2. Address the recipient: Enter the recipient's first name in the salutation. This sets a polite and formal tone for the letter.
3. Describe the issue: Clearly explain the problem with the delivered product. Mention any visible damage, such as worn-out wrapping or frayed edges. Provide specific details to support your complaint.
4. Express disappointment and frustration: Emphasize that this is not the first time such an issue has occurred. State the need for the supplier to take precautions to prevent similar damage in the future.
5. Propose a solution: Offer a resolution to the problem, such as reducing the selling price by a certain percentage. Request a corresponding allowance on the invoice cost. Alternatively, mention the possibility of returning the product for a replacement.
6. Conclude politely: End the letter with a closing remark expressing your hope for a prompt response from the recipient. Sign the letter with your first name, last name, and job title to indicate the official capacity of the complaint.
Note: It is important to maintain a professional and polite tone throughout the letter, clearly stating the issue and desired resolution. Avoid using offensive or aggressive language, as it may hinder the chances of a favorable response from the recipient.