Complaint Email to Supplier

During business transactions, you may find yourself in a situation when you are not satisfied with the services of the other party and you want to register a complaint. The most effective method is to send a complaint email to the relevant person.

It can be a tricky job as you want to convey your discontent but you do not want to affect your relationship with the other party. For that, you will have to keep a couple of important things in mind while sending an email.

In the beginning, you will have to put the correct email address of your addressee followed by the subject of this draft. Then start your email with the proper salutation.

In first paragraph of the email, you will provide your addressee the exact information of the product. It includes the type, date and consignment number of the product. Do not drag the opening paragraph and come to the point straight away.

Next paragraph will comprise of some courteous sentences to make them realise that you still value their services. However, make sure that you are not forgetting the real purpose of this correspondence.

In the last paragraph, you will suggest some solutions and mention few remedies. You may give the other party an ultimatum in a tactful manner.

Conclude your email with proper closing followed by your designation and name.

Instructions

  • 1

    Sample of Complaint Email to suppliers:


    To: sales@star.com
    Subject: Complaint regarding the previous shipment

    Dear Mr. Nathan,

    This is to express the dissatisfaction over the consignment sent by you on 23rd of March 2011. I regretfully inform you that there were few damaged items in this shipment and it forced me to launch this complaint.

    Our companies have been in a good business relationship for the last two years and I am sure it was just an accident.

    I request you to replace the damaged items and investigate properly to avoid such incidents in the future as it can damage our working relationship. I hope you will look into this matter and resolve the issue.

    Regards,

    Daniel Boyle

    Purchasing Officer
    Four Star Cables

  • 2

    Template of Complaint Email to suppliers:


    To: [Email address of the other party]
    Subject: [Mention the reason of this correspondence]

    Dear Mr/Mrs [last name of the addressee],

    I am dispatching this email to register my complaint about the [give necessary details].

    We have been trading for a long time and it never happened before. I hope it is just the result of negligence.

    I request you to look into this matter and take the necessary steps to make amends. I hope your company will do their best to maintain a good business relationship.

    Regards,

    [Your Name]

    [Your Designation]
    [Company's Name]

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