From,
[Your Full Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
To,
[Vendor/Supplier’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Subject: Complaint Regarding Damaged Goods Received
Dear [Vendor/Supplier’s Name],
I trust this letter finds you well. I am writing to bring to your attention a matter of concern regarding the recent delivery of goods under our purchase order [Specify Purchase Order Number] dated [Specify Purchase Date].
Details of the Order:
Purchase Order Number: [Specify Purchase Order Number]
Date of Purchase: [Specify Purchase Date]
Description of Goods: [Specify a brief description of the goods ordered]
Issue with Received Goods:
Upon inspecting the received goods, it has come to our attention that a significant portion of the items has been damaged during transit. The damages include [Specify Nature of Damages, e.g., broken, chipped, torn, etc.], rendering them unsuitable for use or resale.
Photographic Evidence:
Enclosed with this letter, please find photographs documenting the extent of the damages. We believe that these visuals will provide a clear representation of the condition in which the goods were received.
Impact on Business Operations:
The damaged goods have caused a disruption in our business operations as we are unable to utilize them for their intended purpose. This situation not only affects our immediate requirements but also has potential repercussions for our ongoing projects and commitments.
Request for Remedial Action:
In light of the above, we kindly request the following remedial actions:
Replacement of Damaged Goods: We request the immediate replacement of the damaged items with goods in proper condition.
Expedited Delivery: To minimize the impact on our operations, we request expedited delivery of the replacement items.
Investigation and Prevention: We urge you to conduct an investigation into the cause of the damages and implement preventive measures to avoid similar incidents in the future.
Contact Information:
We appreciate your prompt attention to this matter. Please contact us at [Your Phone Number] or [Your Email Address] to confirm the necessary actions taken to address this issue.
Timeframe for Resolution:
Given the urgency of our operational needs, we kindly request that this matter be resolved within [Specify Desired Timeframe, e.g., 10 business days] from the date of receipt of this letter.
We understand that unforeseen circumstances can lead to such incidents, and we appreciate your cooperation in resolving this matter promptly.
Thank you for your immediate attention to this issue, and we look forward to a swift and satisfactory resolution.
Sincerely,
[Your Full Name]
[Your Position]
[Your Company Name]
[Your Signature – if sending a hard copy]
