letter of complaint good expressions

1 Letter of complaint following the delivery of goods a Refer to order b Explain what the problem is c Ask the supplier to take action If possible, suggest a solution d Request response th We have received today the consignment as per our order 765YT dated 16 May We are writing to complain about the consignment of we have received from you We are writing with reference to our order No 56439 for 250 garden tables On checking the contents of the delivery, we found that some had been damaged We regret to inform you that the boxes in which the clothes where packed were damaged in transit Checking the content against your invoice we estimate that 30 coats have been stolen When we examined the shoes, we discovered that the leather is not up to the standard of the sample you sent us We regret to say that some of the material is of very poor quality and the colour is of a different shade from the one we ordered When we unpacked the items we found that they were of a completely different type from the once we ordered 10 On examining the goods we noticed that 100 items were dispatched instead of 150 as we had requested 11 We regret to have to inform you that 35 items are missing, although both the packing list and the invoice enter the correct number of items 12 As you arranged for shipment, we suggest that you get in touch with the forwarding company responsible for delivery 13 We are prepared to accept the consignment despite the inferior quality of the goods, provided you grant us a 15% reduction in price 14 Please get in touch with us as soon as possible and let us know what we should whit the consignment 15 Would you make arrangements with your forwarding agent to send us the correct consignment as soon as possible and pick up the wrongly delivered goods? 16 The best solution would probably be for us to return the wrong items to you 17 We look forward to receiving a response to our complaint 18 We would appreciate a prompt reply from you 19 We look forward to receiving your comments on our proposal Replies to complaints following the delivery of goods a Acknowledge receipt of complaint and express regret b Provide suitable explanation c Indicate solution to the problem d Apologize again and refer to future business relations th 20 In response to your fax of November, we were surprised to hear that you were not satisfied with the consignment of handbags which we sent you last week 21 We were very sorry to hear that you were delivered the incorrect type of goods 22 We were very surprised to learn that you received 200 items instead of the 250 you had ordered 23 The damage may have resulted from inadequate packing 24 We checked with our packing department and they assured us that they followed your detailed instructions regarding how the goods were to be packed 25 However, we would like to point out that the models were based on the design you sent us and that they had been approved by your Creative Director 26 The wrong delivery was due to a mistake in our dispatch department 27 The mistakes were due to faults in our computer which have now been put right 28 We have taken up the matter with the manufacturers who have assured us that they will tighten their quality control procedures 29 We are sending you 40 jackets to replace those which were damaged You should receive them by the end of the week 30 We apologize again for any inconvenience caused by this delay We can assure you that your future orders will receive our most careful attention 31 We are extremely sorry for any inconvenience and hope that an accident of this nature will not happen again Prepared by Ms Ta Thanh Hien