Complaint Letter Format For Poor Quality Material

EMAIL TO SUPPLIER / VENDOR FOR REPLACEMENT OF BROKEN PRODUCTS

[DATE, ex. Wednesday, June 11, 2015]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Reluctantly, I am writing for the [ORDINAL, ex. fifth] time regarding malfunction of [PRODUCT(S), ex. your A45 compressor].

[STATE REPAIR HISTORY, ex. As you may recall, the A45 was repaired on four occasions within the last two months.]  I have taken the liberty of enclosing a copy of the repair requests and paperwork involved. [STATE NATURE OF MALFUNCTION(S), ex. Again, the compressor ceases to operate within five minutes of starting and emits mass amounts of smoke.]

You are a reasonable person.  Surely you can understand that this is not acceptable to us.  Since I know of your good reputation for customer satisfaction, however, I’m certain that you will process my request to return [PRODUCT(S), ex. the A45 compressor] at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex.  I have shipped the compressor and documentation to you via express mail; you should receive it by Thursday.]  [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]

As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]