An Effective Way Of Writing A Letter Of Complaint To A Supplier

When faced with the daunting task of writing a letter of complaint to a supplier, one must be diligent and respective if they want a positive result. Reacting with anger is definitely not the thing to do. This will only make certain that your letter is tossed into the nearest trash can.

Writing a polite, yet firm letter of complaint involves several different elements, which include:
– Description.
– Problem.
– Possible Solutions.
– A warning.
– Respective closing.

Description
In this first section, a thorough description is needed to make sure that the supplier has no question of your complaint. For example, if you were to buy clothes from a merchant that has online availability only to have the wrong items shipped to you, politely informing them that the incorrect merchandise was received by the aforementioned supplier with exact price and item numbers is imperative.

Problem

Be specific when describing the exact issue you have. A good example could be if you had purchased a meat slicer and it is the incorrect model. Stating the exact date of purchase, location and the reason why the order is incorrect will only aid you further in resolving the problem. Be certain to include the effect this error has had on you or your company. For example, “Because my restaurant received the wrong meat slicer, we are unable to offer our customers certain menu options.” The key is to give full detail without sounding harsh or overly demanding.

Possible Solutions
Always offer a viable solution to the supplier before advising them of possible further action in the form of a warning. Give the supplier a chance to correct any errors that many have occurred with the order. Enclose a copy of all receipts and shipping orders if the item was received by mail. Highlight any potentially-important information for easy viewing. This small detail shows that you are trying to work with the supplier.

Warning
Though giving the supplier a chance to right their wrongs is the correct way to handle business errors, be sure to state the possible outcome if the situation is not resolved in a timely manner. An excellent example of this is state the intention to look for other suppliers if the problem is not resolved within a certain timeframe. Though it may sound unpleasant, most suppliers do not want to lose customers or have bad publicity.

Closing
Closing your letter of complaint again should be politically correct and appropriate.

– I look forward to hearing from you shortly.
– I am hopeful that we can resolve this matter expediently.
– Please feel free to contact me with any questions.
– This format is a way to get your point across to supplier without being insulting or downright rude. Keep in mind that a little bit of politeness can go a long way in achieving the result you desire.