When writing a complaint letter to a supplier about a defective product, it's crucial to maintain clarity and politeness. Begin with a respectful salutation and clearly state the issue, including details such as the order date, item ordered, and order number. Request a resolution, whether it's a refund or replacement, and attach any relevant documents, such as the invoice. Close the letter with appreciation for prompt action.
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- Sample Letter
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- Download Options
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- FAQs
Sample Complaint Letter to Supplier for Defective Product
To,
_____________ (Name Of Supplier),
_____________ (Address)
Date: __/__/____ (Date)
Subject: Complaint about the defective item
Respected Sir/Madam,
This is about the order placed on _________ (Date) for _____________ (Item). I would like to state that I placed an order for the above-mentioned product with order ID number: _____________ (Order Number) and was to be delivered at ___________ (Delivery address).
I beg to state that the delivered items when checked were found damaged. I request you to kindly ___________ (return the amount / provide a replacement) of the same at the earliest. I am attaching a copy of the invoice for your reference. I shall be highly served if you do the same at the earliest.
Kind regards,
_____________ (Signature)
_____________ (Name),
_____________ (Contact Number)
Enclosed is: Copy of the invoice
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FAQs
- What should I include in a complaint letter to a supplier about a defective product?
- It's essential to include details such as the order date, item ordered, order number, and specifics about the defect observed.
- Should I attach any documents to the complaint letter?
- Yes, attaching relevant documents such as the invoice can help the supplier understand the issue better and expedite resolution.
- What resolution can I request in the complaint letter?
- You can request a refund for the defective product or a replacement, depending on your preference and the supplier's policies.
- How should I address the recipient of the complaint letter?
- Use a respectful salutation such as "Respected Sir/Madam" or "Dear Sir/Madam" to address the supplier.
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Sandeep Bhandari 
lettersdadmin