Complaint letter definition can be described in many ways. A complaint letter is the part of written communication. In general word complaint letter means a letter which is written to submit a complaint to the authority. And it is generally done when other way of complaint are failure like phone, email etc. However here we provide complaint letter definition in formal way.
Complaint Letter Definition
A Complaint letter is a request for an adjustment. In other words, it is a letter that describes about the damage; errors or mistakes happened to the delivered goods and therefore claims for compensation is known to be a complaint letter.
In modern age, the chain of business is not limited within the boundary of country. As business is expanding, its complexities are also increasing. So, mistake or fault is not a strange matter in the arena of business. There may be wrong delivery of goods shipment of obsolete, poor quality or underweight goods, faulty packing, delivery after the specified date and other damages to the goods shipped. In the above cases, buyer is supposed to suffer financial loss and therefore he has every reason to complaint to the seller demanding compensation. Hence a letter is used to serve such purpose is called complaint letter.
To draft such a letter, buyer must have valid grounds to explain that he has suffered financial loss or otherwise there will be misunderstanding which may damage business relation buyer requires special care with the art of convincing the seller. Clarity and courtesy are the important factors to write a letter of complaint. The complaint should be made politely without showing any sign of anger.
Causes of Drafting Complaint Letter or, Sources of Mistakes giving rise to Complaints
The following are usual causes for which a complaint letter is drafted:
1. Problem with the delivered goods: If the goods that are delivered are :
- Under weight,
- Not according to buyer’s specification such as color, brand, size etc.
- Wrong or poor quality; then buyer can make a claim to the seller for the mistake.
2. Pricing: If there is any mistake in preparing the invoice of the shipped goods, then such letter is written.
3. Packing: Faulty or poor packing of the goods causes damage to the goods which can be claimed to the seller.
4. Transport: Goods are supposed to be shipped according to convenience of the buyer. But if wrong carrier is used it may call for writing such letter.
5. Terms & Condition: If the terms and condition of business are violated by the seller then such a letter is placed.
6. Faulty Insurance: If insurance coverage is not made properly according to instruction of the buyer, then there may be claim through complaint letter.
On the above grounds, buyer can complaint but it must be in a decent and polite way.
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