COMPLAINT LETTERS When making a complaint Plan your

COMPLAINT LETTERS

When making a complaint. Plan your letter as follows 1. Begin by regretting the need to complain 2. Mention the date of the order, the date of delivery and the goods complained about. 3. State your reasons for being dissatisfied and ask for an explanation 4. Refer to the inconvenience caused 5. Suggest how the matter should put right The complaint letter might concern with the Following 1. The wrong goods may have been sent 2. The quality may not be satisfactory 3. The goods may have been delivered damaged or late 4. The price changes may be excessive or not as agreed, etc

A. Opening Paragraph (late delivery/delay) * The goods we ordered from you on……(date) should have reached us two weeks ago • The goods we ordered from you on…. . (date) have not yet delivered • We regret having to report that we have not yet received the goods we ordered on…. . (date) B. Closing Paragraph • We shall be glad if you will look into the matter at once and let us know the reason for the delay • We feel there must be some explanation of the delay and await your reply

C. Opening Paragraph (damaged goods) • We are sorry to report that one of the cases we received last week was badly damaged • We are writing to let you know that case No…despatched under your advice of…. . (date) was badly damaged when received D. Closing Paragraph • We shall be glad to learn that you are prepared to make some allowance for the damaged • We should be obliged if you could investigate these matters as soon as possible and let us have your comments

E. Opening Paragraph • We have received a number of complaints from several customers concerning the goods you despatched on…. (date) • When we came to examine the goods we received on…. (date) we found that…… F. Closing Paragraph • We look forward to hearing that the replacement will be sent by return • We look forward to having your comments by return

Complain letter about Late delivery PT. JAYA WIJAYA Jln. Raya Bogor No. 25 Jakarta 13890 November 09 th , 2006 Mr. Paul R. Halim Marketing Manager PT. Jakarta Electronic Jln. Jayakarta no. 55 Jakarta 12550 Dear Mr. Halim: We regret to have to complain about late delivery of the television we ordered from you on 23 september. Although you have given us a guarantee in delivery within 2 weeks, we didn’t receive them until Yesterday. Unfortunately, there has been a similar delay on the previous occasion and this compels us to say that business between us cannot be continued in such a bad condition. We have felt it necessary to make our feelings known since we cannot give reliable delivery dates to our customers unless we count on undertakings given by our suppliers. We hope you will understand how we are placed and that from now we can rely upon punctual completion of our orders. Yours Sincerely, Angela Smith Purchase Manager

Complain letter about the good didn’t match with the sample (dissatisfactory quality) PT. JAYA ABADI Jln. Cendrawasih no. 2 Pekanbaru 22345 RIAU th 20 December, 2005 Mr. Steve White Marketing Manager PT. Cemerlang Jln. Mandiri no. 5 Surabaya 12200 Dear Mr. white After carefully examining the goods supplied to our order No. 7 of 5 th December, we must express our disappointment at the quality of the goods. The goods you sent doesn’t match the sample you showed us when we meet before. Some of them are so poor, and we believe that there must have been some mistake in making up our order. As the quality of the goods are quite unsuited to our needs, we have no choice but to asked to replace them by those of the quality ordered. We should be obliged if you could investigate this matter and as the goods are urgently needed, please let us have the replacement as soon as possible. Your Sincerely, Wilson Benedict Purchase Manager

Complain letter about Damaged goods PT. BULAN BINTANG Jln. Mulia Raya 12 Kendari 23456 Sulawesi Tenggara 12 th august, 2005 Mr. Tirta Budi Marketing Manager PT. Dunia Utama Jln. Raya Jaya 13 Jakarta 12550 Dear Mr. Budi, Subject: Our Order No. 23 FA We are sorry tord report that ten of the sixty-seven copies dictionary we ordered from you on 23 June we received yesterday afternoon, were badly damaged. As the package containing the dictionaries appeared to be in perfect condition, I received and signed for it without any questions. I unpackaged the dictionaries myself with great care and can only assumed that the damage must be due to careless handling at some stage prior to packing I shall be glad if you will replace all the damaged dictionaries. I have put all the damaged dictionaries aside and in case you need them to support this claim. I’ll send them back to you. Yours sincerely, George Mc. Ewan Purchase Departement