Vendor Complaint Letter Template

VENDOR COMPLAINT LETTER

[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]

[Date]

[Vendor Company Name]
[Contact Name, if known]
[Address]
[City, State, ZIP Code]

Re: Formal Complaint - [Brief Description]
    Account/Customer Number: [YOUR ACCOUNT NUMBER]
    PO/Order Number: [ORDER NUMBER]
    Invoice Number: [IF APPLICABLE]

Dear [Vendor Name/Customer Service Manager]:

I am writing to formally register a complaint regarding [product/service/delivery/quality issue] received from your company.

COMPLAINT SUMMARY:

Issue Type:
☐ Defective product received
☐ Incorrect product/order received
☐ Late or missed delivery
☐ Quality below expectations
☐ Billing error
☐ Poor customer service
☐ Failure to meet contract terms
☐ Other: [Specify]

ORDER/TRANSACTION DETAILS:

Order Date: [DATE]
Order/PO Number: [NUMBER]
Invoice Number: [NUMBER]
Product/Service: [DESCRIPTION]
Quantity Ordered: [QUANTITY]
Amount Paid: $[AMOUNT]
Expected Delivery: [DATE]
Actual Delivery: [DATE]

DESCRIPTION OF THE PROBLEM:

[Provide a detailed description of the issue. Be specific and factual.]

On [DATE], we [received/experienced] [describe what happened]. Specifically:

1. [Issue detail 1]
2. [Issue detail 2]
3. [Issue detail 3]

[If quality issue:]
The [product/service] failed to meet the following specifications or expectations:
- [Specification 1]
- [Specification 2]
- [Standard not met]

[If delivery issue:]
- Original delivery date: [DATE]
- Actual delivery date: [DATE] OR still not received
- Impact of delay: [Describe how the delay affected your operations]

IMPACT ON OUR BUSINESS:

This issue has caused the following problems for our business:
☐ Production delays
☐ Lost revenue of approximately $[AMOUNT]
☐ Additional labor costs of $[AMOUNT]
☐ Customer complaints/lost customers
☐ Damaged reputation
☐ Emergency purchase from alternative supplier
☐ Other: [Describe]

PREVIOUS COMMUNICATION:

We have previously attempted to resolve this matter:
☐ Phone call on [DATE] with [NAME/DEPARTMENT]
☐ Email on [DATE] - Reference: [EMAIL SUBJECT/TICKET #]
☐ In-person meeting on [DATE]
☐ Online complaint/ticket #[NUMBER]

Result: [What happened, if anything]

REQUESTED RESOLUTION:

To resolve this matter, we request the following:

☐ Full refund of $[AMOUNT]
☐ Partial refund/credit of $[AMOUNT]
☐ Replacement of defective product
☐ Reshipping of correct order at no charge
☐ Repair of defective product
☐ Service credit for [AMOUNT/PERIOD]
☐ Compensation for additional costs incurred: $[AMOUNT]
☐ [Other specific remedy]

DEADLINE:

Please respond to this complaint and provide resolution within [NUMBER - typically 10-14] business days of receipt of this letter.

CONSEQUENCES OF NON-RESOLUTION:

If this matter is not resolved satisfactorily within the specified time, we may be forced to:
☐ Terminate our business relationship
☐ Pursue legal remedies for breach of contract
☐ File a complaint with the Better Business Bureau
☐ Report to industry associations
☐ Seek an alternative vendor permanently
☐ Pursue collection of damages through legal action

DOCUMENTATION:

I have enclosed the following supporting documentation:
☐ Copy of original purchase order
☐ Copy of invoice
☐ Photos of defective/damaged product
☐ Shipping documents
☐ Previous correspondence
☐ Contract/Agreement
☐ [Other documentation]

CONTACT INFORMATION:

Please contact me to discuss resolution of this matter:
Name: [YOUR NAME]
Phone: [PHONE]
Email: [EMAIL]
Best time to reach: [TIME]

I value our business relationship and hope we can resolve this matter promptly. We have been [satisfied customers / partners] for [TIME PERIOD] and would like to continue our relationship.

Thank you for your immediate attention to this matter.

Sincerely,

[Your Signature]
[Your Name]
[Title]
[Company Name]

Enclosures: [List all enclosed documents]

cc: [Other recipients if applicable]

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INTERNAL TRACKING:
Date Sent: ________________
Response Deadline: ________________
Vendor Response Date: ________________
Resolution: ☐ Resolved ☐ Pending ☐ Escalated
Final Outcome: ________________