Category: Claim or Complaint Letter

Claim and Complaint Letter Sample

October 28, 1998

Ms. Loidalyn L. Florinda
Purchasing Clerk
Home Depot Philippines
Pampanga City

Dear Ms. Florinda:

I was disappointed with my ordered, Hampton Bay Dining Furniture. It was ordered one week ago last October 21 with invoice number 201531. The shipment was arrived yesterday and I presume that it fulfills my specifications.

To my dismay, the color is not match with the one I ordered and the materials used are of inferior quality.

I am planning to return this dining furniture by express and shall expect to receive the correct item as soon as possible.

Sincerely yours,

Marilou S. Castillo

Warranty Claim Letter

July 12, 2001

Ms. Leonida S. Agustin
Purchasing Manager
San Mateo, Olongapo City

Dear Ms. Agustin

Good day!

I recently purchased a Sharp Refrigerator  (SJ-GC700VSL) with an invoice number  THS5248 from your furniture store in Olongapo Branch a month ago.  It does not freeze anymore. I think there is leak.  Also, the outside has peeled away and is rusting.

This product carries a three year warranty. I would like to replace it promptly with a functioning unit.  I hope for your immediate action in this matter.

Best regards,

Mr. Doodle Poddle

Complaint Letter Sample

January 12, 2004

Dear Mr. Reyes:

Good day!

Last week, I order 50 pcs. of pin lights with an order no. 4581 and your invoice no. 35684 and the shipment was arrived yesterday.

The items are unsatisfactory since the color had faded and the materials are of inferior quality.  Some of them also have defects that are broken. I am returning the said items by express and shall expect to receive the right product at the earliest possible time.

Sincerely yours,

Rosalie Villanueva

Delayed Shipment Complain Letter

September 16, 2003

Mr. Remond Reyes
ATM Enterprises
Del Pilar Zamboanga del Sur

Dear Mr. Reyes:

You have generally given us such excellent service that we regret having to call your immediate attention to Purchase Order No. 4271, placed with you, under date of September 11.  It should have reached us three days ago, and it still is not here.

Maybe this shipment is en route now.  In any event, we shall appreciate your telephoning us and letting us know exactly how matters stand.  If the order is not on its way, please take immediate steps to send it, and mark RUSH.  In case you cannot furnish all items now, please ship the make up kits at once.

We shall expect your telephone call upon receipt of this letter.


Noel D. Santiago

Answer to Complaint Letter

September 17, 2001

Mrs. Cooleen Santiago
SWA Enterprise
Caloocan City

Dear Mrs. Santiago:

We already check this morning upon receiving your letter of September 16 that you were unable to locate the 25 pcs. of ABE4785 blouses on invoice no. 41785.

Based on our records, these blouses are included in the shipment. I would like to ask for your cooperation in making further investigation regarding this matter if they were overlooked when the shipment was checked.

We marked each item on the invoice before putting on the package that’s why we assure that our shipment is complete. Kindly make also a further investigation and let us know your findings?

Sincerely yours,

Gloria D. Santos

Defective Item Complaint Letter

July 1, 2004

Mr. Elmer D. Roxas
AXL Enterprise
Cabcaben, Mariveles, Bataan

Dear Mr. Roxas

Dear Mr. Roxas:

I would like to return our entire order by express because when we received the shipment yesterday, the orders are unsatisfactorily.

Last week we order one hundred forty five pieces (145) of mugs with order no. 45781 and your invoice no. 47894.  The color is faded not just in your catalogs and the materials are low quality and some of them have defects.

We shall expect to receive the correct orders at your earliest convenience.

Very truly yours,

Richelle L. Cornejo

Grade Complaint Letter

October 19, 2001

Dr. Leah dela Cruz
East Asia University

Dear Dr. dela Cruz:

According to your grading sheets the below student have a midterm grades in their subject under you for this semester, thus:

Student: Navarro, JC
Subject: Ecology145
Grade: 5.0

The above student did not claim his permit to take the Midterm Exams, it means that you allowed to take his midterm exams without permit, an act which found violation of school policies regarding conduct of term exams.

Please explain in writing and submit to this office within 12 hours upon receipt hereof, why no administrative sanction should be imposed on you for gross violation of college policies involving conduct of term exam.

If you don’t do your part, we shall constitute a wave of your right to be heard.

Sincerely yours,

Dr. Aldwin Romano
College Administrator

Sample Claim or Complaint Letter

September 10, 2004

Eagle Electric of the Philippines
113. Eagle Street
Pasig, Metro Manila


Thank you for the prompt delivery of the wiring devices which I ordered last September 1, 2004.

In my letter, I ordered 300 pieces of pull chain sockets.  However, when I received the delivery, there were only 290 pieces, short of ten pieces.

Please send the ten pieces of pull chain sockets through DHL Express the soonest possible time.

Thank you.

Sincerely yours,

Engr. Thomas Villanueva

Complaint Letter – Inaccurate Credit Information

November 24, 2003

Herrera Credit Bureau
Pasay Taft Ave. Paranaque City

To Whom It May Concern:

This letter is a formal complaint for inaccurate credit information that will ruin my credit reputation.

Please remove this leading information in order to show my true credit history.   As you will know credit reporting laws guarantee that bureaus report only accurate credit information.

ABC Credit Agency
Acct. No. 154-12345-EDG

Attached herewith is the proof of this leading information.

I hope for your necessary action as soon as possible.


Ryan M. Reyes
SSN# 251-58-4785

Complaint Letter – Wrong Quantity

August 18, 2004

Mr. Eduardo M. Vergara
Sales Manager
A and F Merchandising
Lati, Abucay, Bataan

Dear Mr. Vergara:

This is in reference to our order number S0637 last August 10, 2004.  We feel awkward to inform you that though your goods have been received by us yet we wish to emphasize that the goods sent are less than the quantity ordered. The goods you have sent certainly do not tally with our order.

Can we please request you to urgently look into matter and complete our order as per the intimation sent to you. We urgently need the goods and you can very well imagine our loss of business since it has already been a cause of great discomfort to us.

Sincerely yours,

Anna Carise Santos

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