Complaint Letter for Defective Goods: Sample and Guide
This sample complaint letter can be used as a guide for writing your own complaint letter for defective goods. Remember to customize it with your specific details and the nature of the defect.
[Your Name] [Your Address] [Your Phone Number] [Your Email Address]
[Date]
[Name of Company] [Company Address]
Subject: Complaint Regarding Defective [Product Name] - Order Number [Order Number]
Dear [Customer Service Representative Name],
This letter is to formally complain about a defective [Product Name] that I purchased from your company on [Date of Purchase]. The order number for this purchase is [Order Number].
Details of the Defect: [Clearly and concisely describe the specific defect. Include specific details, such as the nature of the defect, when it occurred, and any other relevant information. For example, "The product arrived with a broken handle" or "The product does not function as advertised."]
Impact of the Defect: [Explain the impact of the defect on you. For example, "This defect prevents me from using the product as intended" or "I am unable to complete my project because of this malfunction."]
Desired Resolution: [State your desired resolution for the problem. This could include a refund, replacement, repair, or other form of compensation. Be specific and reasonable in your request. For example, "I would like a full refund for the product" or "I would appreciate a replacement unit for the defective product."]
Attached Documentation: [If applicable, mention any supporting documents you are including with your letter, such as a copy of your receipt, photos of the defect, or other relevant documents.]
I appreciate your prompt attention to this matter. I look forward to hearing from you regarding a resolution to this problem.
Sincerely,
[Your Signature] [Your Typed Name]
Tips for Writing a Complaint Letter:
- Be clear and concise: Use simple language and avoid technical jargon.
- Be specific: Provide detailed information about the defect and its impact.
- Be polite and professional: Even if you're frustrated, maintain a respectful tone.
- Be reasonable: Request a fair and realistic solution.
- Keep a copy: Make a copy of the letter for your own records.
- Follow up: If you don't receive a response within a reasonable timeframe, follow up with the company.
By following these tips and using this sample letter as a guide, you can write an effective complaint letter that gets your concerns addressed.
