Complaint letters are generally written to express an issue or grievance. They need not be rude or negative. Complaint letters are a way of communicating a problem to an organization or an individual. An item defect complaint letter is precisely written when the item purchased is defective. A complaint letter, in this case, will be used to communicate that the product received is defective/bad quality and needs to be replaced or the cost of the item to be refunded.
The letter needs to have a detailed explanation about the issue as it would help the receiver in solving the problem better. Also, mentioning the date of purchase will be a good thing as it will help the receiver to give a quicker and better solution. Usually, the contact details in case of any complaints would be mentioned on the company’s website. However, it is only human to make mistakes. So the tone of the complaint letter should not be rude. It needs to be subtly mentioned that the response for the issue will be awaited by the sender.
Item Defect Complaint Letter Writing Tips
- The letter must be written formally.
- The letter should convey the date of purchase and the item details.
- The explanation of the defect needs to be mentioned in detail.
- The letter needs to be ended with a thank you.
Item Defect Complaint Letter Template
Use our free Item Defect Complaint Letter to help you get started.
From,
__________
__________
__________
Date: ________ (date of writing the letter)
To,
__________
__________
__________
Subject: Item Defect Complaint Letter
Dear ____________ (receiver’s name),
I have purchased ____________ (item name) from ____________ (seller/company name) on ____________ (date of purchase). I had placed the order on____________ (date of the order placed) and I received it on ____________ (Date of receiving the order). I observe that ____________ (the defect).
I request you to help me either by refunding or replacing the product.
Thank you for the cooperation. I hope to hear from you soon with a solution.
Yours sincerely,
____________ (Name and signature)
Sample Letter
From,
Vijay,
14/2, Vaswani pinnacle,
Whitefield,
Bangalore,
India.
Date: 12.2.2017
To,
Ms. Ramya,
Manager,
Amazon Services Pvt. Ltd.,
Whitefield,
Bangalore,
India.
Subject: Item Defect Complaint Letter
Dear Ramya,
I have purchased earphones set by Skullcandy from Amazon on 11.2.2017. I had placed the order on 11.2.2017 and received my order on 15.2.2017. The order Id is 25341. However, I observe that I can hear from only on one earplug of the earphones and the other one is not working. I have tried to use it with different devices. I have tried it with my Samsung phone, a Sony phone, and Apple MAC. But it still is not working. Hence clearly indicating that it is an issue with the earphone and not a problem with the devices. The sole reason for going for Skullcandy is for the quality of sound. This issue has hampered my experience.
Could you please deep dive into the issue and let me know the reason for this problem. I must say, I am utterly disappointed with this kind of quality being delivered to me. I had chosen Amazon due to its on-time delivery and a class apart quality. But this issue has quite disturbed me. I had not expected this kind of product from Amazon.
I request you to help me either by refunding or replacing the product.
Thank you for the cooperation. I hope to hear from you soon with a solution.
Yours sincerely,
Vijay.
Email Format
The following is the email format for an Item Defect Complaint Letter.
To: name@email.com
From: name@email.com
Subject: Item Defect Complaint Letter
Dear ____________ (receiver’s name),
I have purchased ____________ (item name) from ____________ (seller/company name) on ____________ (date of purchase). I had placed the order on____________ (date of the order placed) and I received it on ____________ (Date of receiving the order). I observe that ____________ (the defect). The order number is ____________ (order number).
I request you to help me either by refunding or replacing the product.
My contact details are as follows:
____________ (Name),
____________ (Phone number).
Thank you for the cooperation. I hope to hear from you soon with a solution.
Yours sincerely,
____________ (Name and signature)