Letters template
Complaint Letter to a Supplier template
A one page complaint letter to a supplier about faulty goods, with a dated history, the evidence attached, one remedy requested and a deadline to reply. It suits small businesses dealing with a defective purchase.
5 paragraphs, 1 table
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What you fill in
- [Date]
- [Recipient company]
- [Recipient address]
- [Recipient name]
- [Order number]
- [Your name]
- [Your company]
- [Your address]
- [Email]
- [Phone]
The template, in full
[Date], [Recipient company], [Recipient address], Attention: [Recipient name], Service Manager, Dear [Recipient name],
Faulty display fridge, order [Order number], delivered [Date]
The two door display fridge supplied under order [Order number] has not held temperature since installation, three service visits have not fixed it, and I am asking for it to be replaced.
The cabinet will not stay under 5 degrees. Our logger reads every 15 minutes and records it above 5 degrees for part of every day since [Date], peaking at 11.2 degrees on [Date]. Your specification sheet states 2 to 4 degrees at an ambient of 25, and our kitchen has not been above 24.
I am asking for one thing: replace the cabinet with a new unit of the same model, installed at your cost, and credit the $540 of hire. If that is not possible I will accept a refund of $6,340 and removal of the unit.
Please reply in writing by [Date], ten days from the date of this letter. If I have not heard by then I will take the matter further and will rely on this letter and its attachments., , Yours sincerely,, [Your name], Owner, [Your company]