You are currently viewing Complaint Letter for Product Replacement – Sample Letter of Complaint Regarding Product Replacement
Complaint Letter for Product Replacement – Sample Letter of Complaint Regarding Product Replacement

Complaint Letter for Product Replacement – Sample Letter of Complaint Regarding Product Replacement

When writing a complaint letter requesting product replacement, it's crucial to clearly state the issue with the product, provide relevant details such as product name, model number, and purchase ID, and politely request for prompt replacement. Maintaining a professional and respectful tone throughout the letter enhances the chances of a favorable response.

Table of Contents:

Sample Letter of Complaint Regarding Product Replacement

To,
The Manager,
__________ (Name of the Company)
__________ (Company’s Address)

Date: __/__/____ (Date)

Subject: Complaint regarding product replacement

Respected Sir/ Madam,

This is about the product ________ (product name) having invoice/serial number _________ (invoice/serial number).

I would like to inform you that the product that is being used by me has ______ (start malfunctioning/stopped working/other) on __/__/____ (date) and as per confirmation made by your company dated __/__/____ (date) having complaint reference no. _______ (complaint number) that the product will be replaced within ________ (no. of days) but unfortunately till date the product ha not been replaced. The following are the details of the product:

Product name: _____________
Model number: _____________
Order ID: _____________
Purchase ID: _____________

This is to request you to kindly do the needful at the earliest.

Thank you,
________ (Signature),
________ (Name),
________ (Contact Number)

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FAQs

  • Q: What information should be included in a complaint letter requesting product replacement?
    • A: Essential details include the product name, model number, purchase ID, description of the issue, and any relevant reference numbers provided by the company.
  • Q: How should I address the recipient in a complaint letter requesting product replacement?
    • A: Begin with "Respected Sir/Madam" followed by a clear description of the issue and a polite request for replacement.
  • Q: Is it necessary to provide a complaint reference number in the letter?
    • A: Yes, providing the complaint reference number helps the company locate your complaint in their system and expedite the resolution process.
  • Q: Should I enclose product details in the complaint letter requesting replacement?
    • A: Yes, including product details such as name, model number, order ID, and purchase ID helps the company identify the specific product and process the replacement more efficiently.
  • Q: How can I express urgency in requesting product replacement without sounding rude?
    • A: Politely emphasize the need for prompt action and express your hope for a speedy resolution while maintaining a respectful tone throughout the letter.

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