A Vendor Complaint Letter is written to inform the vendor of the poor or unsatisfactory services or poor quality product being offered by them. The letter is written in a formal tone with complete detail of all the issues that are being faced with the vendor’s services. Structuring a letter of dissatisfaction can be intricated and complicated matter, but the right exact knowledge one has to commemorate is to be blunt, forthright and subdued.
When you are trying to resolve a complaint against a vendor, the first should be to discuss the concerns you are having with the representative of the company. Attempt to communicate with the manager or dealer, and make queries by transmitting an authorized and genuine letter certifying all the essential minutiae of your communication. Request them to send a written receipt so that you have sufficient proof of the delivery. Keep a proof of all the conversation between you and the company.
Tips for Writing a Vendor Complaint Letter
- Be direct and respectful. No one will take your complaint if you are disrespectful.
- Clearly, state the facts of your causes for your complaint.
- Mention the relevant facts including the date, time, and location of the incident, as well as the names of the personnel involved. Also, specify what went wrong and the impact it had.
- In some instances, it may be appropriate to set out your thoughts on a remedy that would be amenable to you; in other instances, it is best to leave the solution in the hands of the perpetrator.
- The language of the letter requires being formal in nature.
Use our free Vendor Complaint Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
Date: _____ (Date on Which Letter is Written)
Subject: Vendor Complaint Letter.
Dear _____(Sir or Madam),
(Name and Signature).
Vendor Complaint Letter Sample
George L. Sanford
560 Collins Street
Erie, PA 16501
Lorraine C. Summers
3 Logan Lane
Denver, CO 80222
Subject- Vendor Complaint Letter.
Dear Ms Summers,
I am writing this letter on behalf of Cameron Nagar Corporation to file a complaint against the irregular and poor services provided by your company.
You have signed a contract with our business to complete all your furniture related requirements for the next two years. There is no doubt that your services were commendable in the beginning but as time passed, they started dropping quality wise. We are disappointed with the quality of service you are providing.
Last week, we ordered some furniture for the new office. Your representative was clearly told that we need large cupboards, but even then you sent us small which are of no use to us. When we requested your consignment crew to reinstate it for considerable office storage cabinet, they sent them very last minute and also accumulated up against the delivery owed for the restoration process. We had to pay for the services even after receiving the wrong order which is highly disappointing and not acceptable.
Kindly look into this issue and improve the services or else we will be forced to terminate the contract.
George L. Sanford.
The following is the Email Format that should be followed while writing a Vendor Complaint Letter.
SUBJECT: Vendor Complaint Letter.
Dear Ms Gladys Warne,
I am penning down to communicate the knowledge you concerning the accusations accepted from different customers as regards to the duties determining by a dealer of your organization — Mr. Ron E. Ford. It has been around four months that I have been gathering such complaints regularly.
I had informed your representative about this but did not get any answer. This is the last and final time that we are requesting you to solve the issue. My clients are my priority, and I don’t find this regular flow of complaints from customers as a good sign for my business.
The complaints have mostly been regarding the delay in delivery as well as for irresponsible attitude, lack of proper response, not attending calls correctly, etc. I would acknowledge if you kindly mediate into the substance and have a cloudless consultation with the said vendor respecting the discontentment.
Your company had introduced this vendor and every time they default; we felt you should about it. I recognize you have a very engaged agenda and have to look after assorted important constituents, but our concomitants is not an intimate one, and hence I anticipate a skilled demeanor from you.
We would be grateful if you could solve the matter within a week, else would have to end this association to satisfy my clients.
Barbara D. Jones