An irate customer writes a ‘complaint about receiving damaged goods’ letter to the concerned authority of the store from where he/she ordered/picked the item. The item could have been damaged during shipping or, it could be a defective piece that could have been handed over to the customer by the store without checking its serviceability.
The letter should mandatorily contain details about the product such as the type, the date on which the product was bought and the like.
Since the letter is a complaint, a formal structure has to be maintained to it. Like any other formal letter, it would comprise of three parts, namely an introduction, the main body and a conclusion. It is better to split your letter into three neat paragraphs since that would make the letter easier to read.
Always keep in mind that the company you are writing the letter to receive a lot of such complaints. You may follow the tips below to make sure that your letter does go noticed and calls for prompt action.
Complaint About Receiving Damaged Goods Letter’ Writing Tips
- Start by mentioning date you purchased the item, its specifications, and cost.
- Mention date of delivery and specify damage you noticed in the item.
- State the duration of the warranty period and request the concerned authorities of the company/store to replace the damaged item with a fully serviceable one at the earliest.
- Furnish copies of documents like payment-receipt, warranty card and so on.
Complain About Receiving Damaged Goods Template
Use our free Complaint about Receiving Damaged Goods to help you get started.
From
__________ (your name)
__________
__________ (your address)
Date: __________ (date of writing letter)
To
__________ (name of recipient)
__________ (designation)
__________ (name of organization)
__________ (address)
__________
__________
Subject: Complaint Regarding Damaged Goods.
Dear Sir/Ma’am,
I visited your store on the __________(mention date) and picked up a_____________(mention item and its specifications). I paid_______________(mention cost of the item) for the same and requested for its delivery to___________(mention destination) on the ___________(menton date of requested delivery).
Upon its delivery_____________(mention date), I noticed that____________(mention the damage in the item). Since the item is on a_______________(mention duration) warranty, I request your office to kindly take the damaged piece and deliver a fully-serviceable piece in return.
I am sending a copy of__________________(mention documents you are sending along with this letter) Kindly do the needful and oblige.
Thanking You,
__________ (your name)
Sample Letter
From,
Stella James,
45, Evershine Paradise,
Michigan,
Date: 12th September 2016
To,
Mark Fernandez,
Branch Manager,
All-In-One Stores,
Downtown Street,
Michigan.
Subject: Complaint Regarding Damaged Goods
Dear Sir,
I had visited your store yesterday and picked up a 388277 model, fully-automatic Samurai washing machine with drier. I paid an amount of $350 for the same and requested its delivery to my residence, today morning.
However, upon opening the parcel on its delivery this morning, I asked your representative to fix the machine and familiarize us with its operations. Although the machine was in working condition, the panel housing the operation switches and buttons were cracked. Your representative checked the piece thoroughly and declared that the entire panel would have to be replaced.
Since the item was damaged even before we tried to use it, and it is with a two-year warranty, I request your office to replace the damaged piece with a fully serviceable piece kindly.
I am sending a copy of my payment receipt and warranty card with your representative.
Kindly do the needful and oblige.
Thanking You,
Stella James.
Email Format
The following is the Email format that should be followed while writing a ‘complain about receiving damaged goods’ letter
From: name@email.com
To: name@email.com
Subject: Complaint About Damaged Goods.
Dear Sir,
This is in reference to the bill no__________ of a ______________ purchased from __________. I paid an amount of _______________ for the same and requested its delivery to __________.
My family and I have been buying products from your outlet from past _________years, and I am disappointed with the service given to me by the customer service representative when I came to purchase the washing machine from your shop on February 24th, 2017. I had bought a white coloured washing machine but when I checked the delivered item at home it was of a different colour and model than the one that I purchased. So I called the shop to return the product, but your customer service representative refused to do so.
Kindly solve this issue as I bought it as a gift for my relative, and I will be grateful if you could send me a replacement. I am looking forward to an immediate resolution and hope that this will be resolved before the end of March. I may also be contacted at________________ or by name@email.com
I am also enclosing the copy of the receipt for your reference.
Yours sincerely,
Stella James
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