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Complaint Letter - Product

Invoice Error - Different from Quotation

A letter of complaint regarding an error in an invoice for products which is different from the amount in the quotation. It also states the action being taken in reconciling the difference and requests an amendment to the invoice.

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Document Description

The document titled 'Complaint Letter - Product' is a formal letter written by a customer to address a discrepancy in the invoice amount for a product delivery. The letter serves as a complaint and seeks clarification and resolution from the recipient, who is the billing department of the company.


The document begins with the sender's account job company and address, followed by the recipient's name and address. The attention is specifically directed towards the billing department. The current date is mentioned to establish the timeline of the complaint.


The letter is addressed to the recipient, using a formal salutation 'Dear First,'. The sender expresses their surprise upon receiving the products and finding that the invoice amount does not match the price quoted on the quotation dated date. The sender states that they had ordered a specific quantity of products, and according to the quotation, the total amount due should be the quotation amount. However, the received invoice shows a difference in the amount due, specifically the invoice amount.


To rectify the situation, the sender mentions that they are enclosing a cheque, making payment into the recipient's account, or issuing an L/C for the quotation amount. They assume that the quotation amount is the correct amount unless they hear otherwise from the recipient. The sender requests the recipient to amend the invoice accordingly.


The sender emphasizes the urgency of the matter and requests the recipient to look into it promptly. They mention that if the recipient insists on the invoice amount, they would have no choice but to cancel their order. The letter concludes with a formal closing and the sender's account first name and account last name, along with their account job company.

How to use this document?

1. Check the sender's account job company and address mentioned at the beginning of the document.

2. Verify the recipient's name and address, ensuring it is correctly mentioned.

3. Pay attention to the specific billing department mentioned in the document.

4. Note the current date mentioned in the document to establish the timeline.

5. Address the recipient using a formal salutation, such as 'Dear First,'.

6. Understand the sender's complaint regarding the discrepancy in the invoice amount.

7. Review the quotation dated date and compare it with the ordered quantity of products.

8. Calculate the expected total amount due based on the quotation amount.

9. Compare the expected total amount due with the invoice amount mentioned in the document.

10. If the received payment matches the quotation amount, amend the invoice accordingly.

11. If the received payment does not match the quotation amount, communicate with the sender to clarify the discrepancy.

12. Respond to the sender's request for urgent attention to the matter.

13. Consider the sender's statement about canceling the order if the invoice amount is insisted upon.

14. Provide a resolution to the sender's complaint and ensure customer satisfaction.

15. Close the communication with a formal closing and mention the sender's account first name, account last name, and account job company.

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