![]() ![]() Reply to complaint regarding inferior goods We hope this will now settle the matter to complete satisfaction.ĩ. As soon as the fresh supply is ready, we shall replace the goods. Since the goods ordered by you were out of stock, our sales department took the liberty of substituting them with those of a different quality. We thank you for promptly reporting this to us. We are sorry for all inconvenience caused to you. We are, therefore, returning these goods today, and shall appreciate your substituting them with better ones, as early as possible.Ĩ. We hardly need to stress that the mistake on your part will result in disappointment to our dealers, which in turn will disappoint their customers. We regret to inform you that your consignment of goods of July 21st 2004 has not been at all satisfactory. It is a pleasure to serve you, and we hope to have many more opportunities do so in the future.ħ. Thank you for your patience in this matter. We are despatching the articles today by express mail prepaid. Since all precious metals sent out from our factory are triple-checked, we are at a loss to understand the discrepancy. We are sorry to learn of a shortage in the consignment of gold-plated bracelets, as reported in your letter of August 27, 2004. Letter of reply about complaint for short supply: ![]() Kindly let us know how soon you can despatch them.Ħ. Please let us know about the reason for this short supply. We regret to report a shortage in the shipment of gold-plated bracelets which we received from you today. On receipt of your letter, we have immediately taken up the matter with our transporters here. We assure you that your order was completed with on the same day as it was received. Reply of compliant regarding Non-Deliveryįrom your letter, we learn with much regret that the shirts ordered from us at the end of the last month have not yet reached you. We shall be glad if you take an urgent step in this regard.Ĥ. Please ensure a fast delivery to enable us to keep our commitments and maintain our image in the market. But till today, we have not received the goods. C-1956 dated 16th July 2004, we had placed a on order for 1000 crown wheels of standard size. Letter of complaint about non-delivery:Īs per our order No. We apologize sincerely for the trouble caused to you and will take all steps possible to ensure that such a mistake is not repeated.ģ. We are very sorry that our efforts to give punctual delivery were disturbed by delay in transit. This refers to you letter dated 3rd February, complaining about the delivery of a hundred Mysore Silk Sarees on 31st January instead of the 15th. We feel there must be some explanation for this delay and await your reply with interest. As a result of which we have incurred substantial loss. The goods have arrived after the customer has cancelled the order. ![]() We have noticed that, of late, such delay on your part have become more frequent. I regret to inform you that the goods reached us four weeks after the requested date of supply. Partially Compromisory Letters : These depend on the extent of error owned up by you.ġ. ‘Please wait’ Letters : Through which you request the customer to wait, so that you can investigate the matter.Ĭompromisory Letters : Through which you offer a compromise. Keeping the above points in mind, adjustment letters may be grouped as follows:Īpologetic Letters : Through which you own up your mistake and grant an adjustment.Įxplanatory Letters : Through which you deny acceptance of complaint thus refuses for adjustment. Your business relations with the customer and his earlier dealing records. You need to keep in mind the following points when writing a letter of adjustment-responsibility of fault. ![]() Thus, you need a right attitude to the error pointed out. The main purpose of an adjustment letter is to value the feeling of the customer and to restore his shaken confidence in you and your products or goods. Never give an impression that you are doing that customer a favour while making adjustments. Be sincere and patient in actual handling of complaint letters.ĭo not try to make someone else a scapegoat by shifting the blame.Īt the same, never be excessively apologetic. Never express surprise over the customer’s complaints. Never try to be unethical by saying our rules do not allow it, or anything like that because the customer has a right to get satisfactory service. Thus prompt action on a complaint is a must.Īlways try to have an unbiased attitude to the error pointed out.īesides inconvenience to the customer, loss of money is also involved sometimes.Įven if your customer is sometimes only partially right, and not fully justified, you have to be helpful and sympathetic. All professional business are keen to introduce reforms in business, since this gives more credibility to their business. ![]()
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