Business Complaint Letter

A Business Complaint Letter is a form of communication between the service provider and the service seeker that informs the provider about a default in the service or a faulty product. Many a times in B2B setup, a party is not satisfied with the product or service provided by the other party. For example, in a seller and distributor kind of business transaction setup, the distributor provides the seller with the stock. If that stock turns out to be faulty or damaged on arrival, a Business Complaint Letter is written by the seller organization to the distributing organization.

It has to be short, concise, clear and crisp. The first paragraph will usually speak about the defective product, its model and make, along with precise date on which the delivery was made and on which date the fault was first noticed. This has to be followed by a detailed account of the defect and the problems it has caused. In the end, the writer of the letter will request a swift action by the supplier and make him clear about the further steps which the seller will be taking in the event of non-compliance with the request.

Remember, the letter needs to sound authoritative and yet friendly. Your business has suffered on account of the faulty stock. But you don't want to offend the other party and spoil your business relations. It is for this reason why your letter needs to be factual but at the same time, should not contain harsh words. So be clear in mentioning your displeasure about it but at the same time be very forthright about what you expect now. Also, these complaint letters are aimed at constructive and co-operative problem solving and so your letter should encourage the other party to respond positively and helpfully to your problem.

Calvin Stone (Store Manager)
Megastar Sales and Service,
136 Wakelee Ave
Ansonia, CT 06401
(203) 734-8878
calvin.stone@megastarsales.com

1st-September-'11

Agatha Myers (Sales and Distribution Manager)
Gigabyte Electronics and Wholesalers
696 Main St
Ansonia, CT 06401
(203) 661-4881
agatha.myers@gigabyte.com

Subject- Complain about faulty Pen Drives

Dear Agatha,

This is with regards to the latest stock of pen drives which was delivered to us by Gigabyte Electronics and Wholesalers on 29thSeptember '11, at 1300 hours. There seems to be a common problem with all the pen drives from that stock. It's our customers' feedback that none of the pen drives are getting detected by the computer. The batch number and details for the same are:

The problem is that on plugging in the pen drive on the system, the green light on the front panel of it glows indicating the device is working but there is no actual response from the pen drive as such. It remains undetected even after repeated plug-ins and plug-outs. The customers say that they have even tried refreshing and restarting their systems but to no avail.

On 30th October, '11, we at Megastar Sales and Service, ourselves tried testing the pen drives. The pen drive didn't respond but we got a windows message stating 'the hardware has malfunctioned. Please try removing it and plugging it again or contact the manufacturer.' 56 out of 100 pen drives were tested and they all displayed the same problem. The first customer complaint was received via phone on 29th September, '11 when he complained about its non- functionality. After that 15 calls about the same complaint were received within 4-5 hours of sales. This call rate increased to 25 on the next day, 30th September '11. Many of them have come back to the store and returned the pen drives which come with a 2-year warranty.

Describing the problem, I would appreciate a quick response from your side. I am sure you would understand that this situation could jeopardize our reputation in the market. In lieu of such circumstances, I would request you to respond to this issue by tomorrow, 1st October, '11. As for the next step, we would be stopping the further sale of the faulty stock and would dispatch the stock back to you by today afternoon. We expect to get the new stock for the same item as soon as possible. Your co-operation will be appreciated.

Thanks for your time and I hope to hear from you soon.

Yours Sincerely

Signature

Calvin Stone, Store Manager,

Megastar Sales and Service

Also, you can look for Business Recognition Letter and Business Welcome Letter for more cover letter samples.