LETTER: COMPLAINT

 

A.    COMPLAINT LETTER

In a business, there are ample chances of misunderstanding and unintentional mistakes. To make your grievances listen you write complaint letters and you also demand the claim of your loss. There may be several reasons for complaints-

1.    Supply of unsatisfactory & of inferior quality goods.

2.    Wrong supply of goods.

3.    Defective packing or goods are in damaged condition.

4.    Delay in execution of order.

5.    Variation in the quantity of the goods.

6.    Mismatched of the terms and conditions.

7.    Difference in price list.

While drafting complaints or claim letters, we should be very precise and clear about our complaints. Complaint letter must-

1.    Have an expression of regret over the need to file complaint.

2.    Address the dealing person.

3.    Be written immediately after discovering mistake.

4.    be fair, temperate and polite. Try to find solution so anger, threats and lack of patience should be avoided.

5.    be clear, specific, factual & firm.

6.    Have reference of enquiry, quotation, and order letter.

7.    Explain the nature & extent of inconvenience or damages caused by mistake.

8.    make a firm but polite request to the supplier to attend the matter promptly & inquire it.

9.    Give possible suggestions to correct the issue.