I have also attached photos of the delivered product. I have attached herewith the invoice which has been sent to me during the time of ordering. Of course, I do not expect to be responsible for paying any extra charges to deliver the product again to my address. I request you to deliver me the product without any damage as soon as possible. You know that during this pandemic situation how much a _ is important. So, I want you to deliver me a new product and of course please ensure proper packaging. The Consumer Rights Act states that the retailer is responsible for the condition of the goods until they are delivered to the customer, so any damage or breakage in route is the responsibility of you. As soon as I opened the parcel, I saw the mouth part of the sanitizer spray bottle was broken and almost total sanitizer has fallen into the parcel. When I was opening the parcel, I observed that it was mostly wet. According to the order tracking, it showed that the product will be delivered within 5 days. I’m writing in regard to a problem concerning order no. Letter Template: 1 Received Damaged Item Complaint Letter Thus ensure you write in a positive tone that is confident, motivating the receiver to rectify what has happened. Remember □that how you close motivates the receiving party to take action on what has happened. This way the providers can also trace you in their customer database.Ĭlosing salutations should be of confidence. Include your email, contact number, and personal number if applicable. Tonality is a pillar of letter writing along with format.ĭon’t forget to include your own contact details in the letter so the receiving party can contact you in case they want to replace or refurbish your order that you are dissatisfied with. A complaint letter though the expression of dissatisfaction should be written in a tone that is positive. Make sure that the tone is polite and congenial and that it is not very awful. Tonality is important in this letter as well. These requests could be to replace ♻️ the existing order, issue future warranties or claims or even cancel the standing contract, depending on the gravity of the situation. This could be through a replacement order or a confirmation that this will not happen again. This includes a refund or how you want the situation to be rectified. Include specific requests in the letter as well. concise, clear, and short is the go-to for this letter. Writing a long and detailed letter might kick the main topic of dissatisfaction from the letter. The clarity in writing is important since this letter is a complaint. Include invoice proof □ and any purchase order or contract details that you might have to supplement your claim and dissatisfaction with the order. Keep reading to perfect your complaint letter!Ī complaint letter must have all the specific details. We apologize again for our mistake.How to Write a Received Damaged Item Complaint Letterįollowing are some more in-depth tips you can keep in mind to guide the letter and how it is structured. We hope that this will resolve the issue, and we will continue having a good relationship with your company. Further, we have issued a warning to the packaging department manager as well. As compensation for your delayed sales, we are sending a refund cheque with this letter, which is equivalent to 15% of the order amount. We are extremely sorry for this mistake, and we are ready to exchange all the damaged goods immediately. They did not handle the fragile goods properly, which resulted in the delivery of damaged goods to your company. After your complaint, we investigated the case and found that our packaging department is responsible for this mistake. The goods were fine, however, you received them in a faulty state. As you are one of our major customers, every time you place an order, I personally check the goods before delivering them to you. Due to this, our quality check is very strict. With deep regret, I am writing this letter to respond to your complaint, that you filed on 5 th August 20XX, regarding the damaged goods.ĪBC Limited has always been a customer-focused company, and we believe in providing high-quality products to satisfy our customers to the fullest. Sample Damaged Goods Complaint Response Letter Otherwise, it may prolong, and affect the company’s image to a great extent, indicating that the response letter should be written properly, and should be enticing enough for the customer. Usually, if the offer is good, the issue gets resolved at this point. Request the customer to abstain from giving the negative reviews.Īfter receiving the response letter, the customer can decide, if he wants to accept the company’s apology and offers.Offers and compensation to make up for the customer’s loss.Explanations and the responsible party if the organization is not at fault.Acceptance and apologies if the organization is responsible.
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