Complaint Letter – Product Template in Word doc – Poor Quality of Product | DocPro

A letter/email of complaint of a poor quality product. The email describes the specific quality issues concerning the product, and requests for a replacement of the product of supply of the product and/or a refund. It also requests for possible compensation from the supplier and/or claim damages. 

This letter expresses disappointment in regards to the poor quality product delivered. The quality issue may include failure to reach the quality standard / promised quality, for example, easy breakage, poor workmanship, different colour / size, etc. 

Hence, for the sake of mending a business relationship, the purchaser uses this letter template to seek further compensation. This includes asking for replacement of goods or a refund/discount for the poor quality product(s) delivered. 

This letter seeks urgent attention, in which the complaint should prompt an investigation by the sender’s insurance company of the extent of damage caused by poor quality goods delivered.

Moreover, it requests to claim the damages/refunds/replacement of the inferior goods delivered. 

How to use this Document? 

This document should be carefully read by the Individual Company and Purchaser.

The document should be sent as soon as the quality deficiency / defect to the product is discovered to ensure that action will be taken by the company. 

The product order number, specific issue of the product received, and the suggested / requested solution should all be clearly stated in the complaint letter. Photos of the product received may be attached to 

The Company should return a letter of reply regarding the decided action towards the complaint.