Complaint Letters about Receipt Issue of Goods

A letter of complaint is generally intended to get better goods, better service or some adjustment in the invoice. It is therefore in your own interest that you should be polite and courteous in your letter. At the same time, you should clearly state your point of fact as also the way you like to have the adjustments made. Rest assured, a friendly and courteous letter will get most of what you want.

1.Complaint regarding non-Receipt of Goods

Date:
Dear Sirs,
Sub: Your Bill No. 3849 dated [date] for $s 3899
We released your above documents on [Date]. Since then we are sending our representative daily at the railway but there is no trace of goods till this date. We shall appreciate your looking into the matter immediately and let us have your reply per return.
Thank you,
Yours faithfully,

Reply To Above

Date:
Dear Sirs,
We thank you for your letter of [date].

We are sorry to learn that you have not yet received the goods. We have today checked up with the railways and have been informed that they loaded the goods on the same day on which we handed over to them. However, they suggest that you may ask station master of your town to send a fax to the station superintendent of our town to investigate further in the matter.

If there is anything further we can do from our end. Please let us know. In the meanwhile, we thank you once again and assure you of our best co-operation, always.

Yours faithfully,

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Complaint Regarding non Receipt of Goods

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2.Complaint Regarding Short Receipt of Goods

Date:
Dear Sirs,

We have today taken delivery of two parcels sent by you against G.R. 38493 Dated [date]. On opening the parcels we find 6 copies of English Course books are missing. As the parcels were intact it appears that these copies were not included. Will you please therefore either send these books to us or credit this amount to our account?

Thank you,
Yours faithfully,

Reply To Above

Date:
Dear Sirs,
We are sorry to learn from your letter of [date] that you have observed a shortage of 6 copies of English Course books in your parcels. On checking the matter at our end we find that through an oversight these books were included in the parcels of M/s M.Y & Sons of your town which was also packed on the same day. We have today received a telephone call from M/s M.Y. and Sons also confirming the same.

In any case, the fault is entirely ours and we regret very much for the same. 6 copies of the book are being sent per registered post tomorrow. We assure you, we shall take the fullest care to see that such a thing does not happen again.

Yours faithfully,

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Complaint Regarding Short Receipt of Goods

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3.Complaint Regarding Receipt of Different Goods

Date:
Dear Sirs,

We have today taken delivery of goods of our order no. 847 dated [date] and are much surprised to find altogether different contents. Will you please look into the matter immediately and let us have your reply per return?

Yours faithfully,

Reply To Above

Date:
Dear Sirs,

We thank you for your letter of [date] and are sorry to learn that you have received a different parcel. The parcel received by you belongs to M/s Asiatic Company of your town as they have informed us yesterday that they have received your parcel.

On checking our records we find that both the parcels were correctly marked from here but due to a mistake on the part of transporters, both the parcels got exchanged. We have already written a letter to M/s Asiatic Company requesting them to exchange the parcels with you. A copy of the letter was sent to you also and we hope you would have received the same by now.

Thanking you,

Yours faithfully,

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Complaint Regarding Receipt of Different Goods

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4.Complaint to the Publisher about Duplication of Pages in Book

Date:
Dear Sirs,

I purchased a book [book Name here] from you through VPP on [date]. While going through the book I find that pages 31 the 39 are missing. On the other hand pages from 122 to 128 are in duplicate. I have today returned your book and demand for immediate replacement of a proper copy or refund of my amount.

Thank you,

Yours faithfully,

Reply To Above

Date:
Dear Sirs,

We thank you for your letter of [date] and are sorry to read its contents. The book sent by you under registered post has also been received today. We assure you that the book you have returned is because of a binding defect and we are issuing instructions to our binders to be more careful in future. We have today sent a fresh copy of [Book name here] per registered post at our expense. The registration expenses incurred by you in returning the book have been remitted to you by M.O.

We regret once again for the inconvenience caused.

Thank you,

Yours faithfully,

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Complaint to the Publisher about Duplication of Pages in Book

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