Customer Complaint Letter for Faulty Product Supply

If you have purchased any item from a dealer, which showed faults after sometime, what course of action will you take? If the specific product is under warranty period, you can return it to the seller of merchandiser.

It is common practice to offer Warranty to the buyer, when they purchase merchandise, machines, electronic and consumer products, vehicles and similar, innumerable number of products. This is a guarantee that, if the product does not perform perfectly within the Warranty period and if it is manufacturing defect, the seller/manufacturer/dealer would repair the faulty product or any part of the item, which is not functioning perfectly, free of cost. The customer can send such faulty product to the manufacturer, who would investigate the fault and repair them. The Warranty period may extend from 6 months to few years.

It is not only the manufacturers, who replaces or repairs the faulty products but, even dealers have separate service and maintenance section for fault repairs. They repair the product, either by charging repair cost or free of cost, provided it is under warranty period.

It is also to be noted that, when the customer or dealer returns the faulty products to manufacturer or seller, it is common practice to write a letter to the merchandiser supplier, informing them about the faults. Such letters are known as Customer Complain Letters. The letter should also include as attachment, the list of the invoices, bills, letters, notices, warranty card, contracts and receipts or other purchasing documents to support your complaint.

The business complaint letters must be precise and to the point. But, not all the customers are aware of writing complaint letter efficiently.

Below given Customer Complaint Letter template will guide them to write such complaint letter proficiently.

Customer Complaint Letter

[Date]________________

[Your Name]____________________________

[Your Address]_____________________
_________________________________

__________________________________[(Optional) Your Telephone Number]

__________________________________[(Optional) Your Email Address]

To,

[Name of Person that you are writing to]____________________________

[Title of Person you are writing to]________________________________

[Company name]________________________________

[Company address]_________________________________

Ref: ________________ (Invoice No., Purchase Date, Product)

Subject__________________ (Complain)

Dear ___________________ [Name or "Madam” or “Sir"]:

I am writing about _____________________[state the nature of your complaint ]

Please refer to above referred ___________Invoice. No, dated_____________ for the purchase of ____________________.

I am sorry to inform you that, above mentioned_______________ product is not performing satisfactorily.

I request your courtesy to replace or repair the product at your earliest.

I hope to receive your reply by _______________[insert a date 20 to 30 days after the date of your letter from you] for your  action on the faulty product.

Attached please find [List the invoices, bills, letters, notices, warranty card, contracts and receipts or other documents that you are including with your letter to support your complaint.]

Sincerely,

[Sign your name here]______________________________

[Print your name here]______________________________

Enclosures: [List the invoices, bills, letters, notices, warranty card,contracts and receipts or other documents that you are including with your letter to support your complaint.]  

CC.: _______________________ (if Applicable)