Claim Letter or Letter of Complaint

CLAIM LETTER / LETTER OF COMPLAINT

We may need to write letters of complaint / claim in case of any default or inconvenience in the purchase of goods. Since our objective is to seek a remedy or rectification of the defect, the letter should be written effectively, stating the exact problem and our expectation of the corrective action. The body of the letter is usually divided into short paragraphs.

In the first paragraph, state the problem. In the second paragraph, describe the problem with relevant details. In the final paragraph, request for remedial action. Even in writing letters of complaint, however irritated or inconvenienced, we may be, polite and restraint language should be used. Some of the useful expressions to state the complaint are:

* I feel constrained to complain about....

* I would like to point out that....

* I am forced to complain.....

* I wish to draw your attention to....

Example 1

As the Purchase Officer of Nirmal Foundations Pvt. Ltd., write a claim letter to The Sales Manager of Danish Technologies Pvt. Ltd. on the discrepancies found in certain items supplied by them.

NIRMAL FOUNDATIONS PVT. LTD.

57, Ponnu Complex, East Vadi Street, Chennai-600 062.

26 April 2025

Sathish Joshua

The Purchase Officer

The Sales Manager

Danish Technologies Pvt. Ltd

Anna Salai, Chennai-600 002.

Dear Sir/Madam,

Sub: Complaint on Computer peripherals received - Reg.

Ref: 1. Our letter No. JN/47-2025

2. Quotation No. M/52 dated 26 March, 2025

3. Delivery note No. XY/871 dated 26 April, 2025

Thank you for delivering the items ordered for on the stipulated date. But I would like to point out that the personnel who have to install the items have not turned so far. Also, we find certain sealing tampered with. Please send your men and do the needful at the earliest as we are not able to kickstart our program as per schedule.

Yours faithfully

(sign)

Sathish Joshua

The Purchase Officer

Example 2

Letter of Complaint to the Deputy Commissioner of Police about the noise problems.

25.2.2025

The Secretary

KVC Municipal Ward

LJ Nagar

Chennai-93.

The Deputy Commissioner of Police

Chennai Central

Chennai-93.

Sir,

Sub: Complaint about the noise problem faced by the residents of KVC Ward

This letter is to draw the attention of the Deputy Commissioner of Police about the noise menace, we the residents of KVC Ward are facing. As the Secretary of the Ward, I would like to bring to your notice the problems faced by the residents, due to the constant use of loudspeakers in our locality during night time.

Ours is a densely populated area with young and old aged occupants. The constant noise from loudspeakers has gone beyond human tolerance. The students are not able to concentrate on their studies. The sick and the old face a lot of mental disturbance due to the high decibel sound created by the loudspeakers. They are not able to sleep.

We have already made several representations to the concerned people. But everything seems to fall on deaf ears. As they have not heeded to our requests, we have brought to your notice for strict action.

As excessive exposure to such noise can be a health hazard, we suggest the following solutions.

• The decibel can be reduced and kept within normal range as per the requirement of the people concerned.

• Use of loud speakers can be banned during exam season.

• The users should get prior permission from the local authorities and should use it at a medium decibel without causing much disturbance to the residents.

• Strict action should be taken on those misusing their democratic rights beyond 9 p.m.

Expecting your favourable action at the earliest.

Yours faithfully,

Sd/-

(The Secretary)

Exercise

1. As the librarian of PRS Engineering College, you have received the books ordered, from SIKA publications. You find some of the books are in damaged condition and some of the books are not ordered by you. Write a letter of complaint stating the problem and seeking rectification.

2. Write a letter of complaint to the Chairman of your Municipal Corporation about the leather company situated in your locality letting its effluents on the road. Give your suggestions to solve this problem.