To write an effective complaint letter about receiving damaged goods, address the letter to the appropriate manager at the company. Include your name, position, company name, order date, and order number. Clearly describe the damage and your expectations for replacement. Be polite, clear, and include all necessary details to avoid confusion or delays.

Table of Contents:

Sample Complaint Letter for Receiving Damaged Goods

To,
The Manager,
_____________ (Company Name),
_____________ (Address of the company)

Date: __/__/_____ (Date)

Subject: Complaint about damaged goods received

Dear Sir/ Madam,

Humbly, my name is __________ (Your Name), __________ (The Manager/ Sales Executive/ Export Manager, any other) of company __________ (Mention Company Name). I am writing this letter in reference to the goods I ordered on __________ (Date) holding order number __________ (Mention order number).

This is to bring to your notice that I received the goods on __________ (Date) which were __________ (Completely/ Partially) damaged from __________ (Mention specifications of damage). I, therefore, am returning the order and expect you to deliver us new goods at the earliest. I also request you to kindly provide us with a legitimate reason for the same.

Thanking you,

__________ (Signature)
__________ (Name)

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FAQs

  • What details should be included in a complaint letter about damaged goods?
    • Include your name, position, company name, order date, order number, date of receipt, a detailed description of the damage, and your expectations for a replacement or resolution.
  • How should I address the letter to the company?
    • Address the letter to the manager or appropriate contact at the company, including the company's name and address.
  • What should I do if the goods received are partially damaged?
    • Clearly describe the partial damage and specify which parts are affected. Request a replacement for the damaged parts or the entire order if necessary.
  • How can I ensure a prompt response from the company?
    • Be polite, clear, and provide all necessary details. Request a prompt replacement and an explanation for the damage.
  • Is it important to include my contact information in the complaint letter?
    • Yes, including your contact information ensures the company can reach you for any follow-up or clarification regarding your complaint.

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