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Example 1: Sample complain letter for wrong received order

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Hoffman:

The shipment we received from you today was not what we expected.

According to our records, Allen Palmer placed an order with Christine Knapp for 100 4 inch brass hinges, item no. 674568, and 40-5 inch steel hinges, item no. 457834 on October 18. However, the shipment we received contains 400-4 inch brass hinges.

Clearly, there’s been a mix-up. Our accounting department will hold the invoice until we receive a new shipment and a corrected invoice.

Enclosed is a copy of our invoice no. 900348 and a copy of our order records. Once we get your authorization for shipping charges we will return your shipment by Eagle Package Express.

Thank you for helping us clear this up.

Sincerely,
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Example 2: Order complain letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Logan:

There seems to be a mistake with the eggs you delivered to our kitchen on Friday. Our records show we ordered a gross of grade A eggs on April 11. The gross of eggs we received under order number 872-038983 on the 14th were grade B.

We are grateful for your good service and understand that mix-ups can happen. Your prompt attention to this matter would be appreciated. We are concerned that we cannot afford the cooler space to store the grade B eggs beyond Thursday.

We will pay our invoice as soon as we receive the grade A eggs. Please arrange a pick-up time with Gerald McAndrews, our stock supervisor. He can be reached at 555-2885, ext. 385.

Thank you for your prompt attention to this matter.

Sincerely,
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