This is the correct business format for a letter of claim to another business. Use your words carefully because people often make fun of your money.
Hints and tips to keep in mind:
Keep in mind that Business Writing is about “getting to the point”
Think about what you want to say before you start writing and get the facts straight.
Stay objective and thoughtful throughout the letter even if you feel angry.
Your letter will include the following:
1.Contacts
2. The complaint
3. Reason for complaining
4. The amount to be returned
5. How long are you willing to wait (please be reasonable)
6. Reason why you should be reimbursed
7. “Thank you” as well as any attachments such as statements, receipts, etc.
Remember to send copies of the receipts, not the originals. However, the original letter that you write and sign must be sent to the recipients. Make a copy for your records.
If you don’t get the response you wanted, you might consider writing a second letter with a firmer tone, or you can reach out to the next person in your chain of command.
Your number and street address
Your city, Your state Zip code
Phone: Your contact number
Email: your email
The date
Your name, company title
Company Name
Your street number and business address
Your city, state, and zip code
Dear Mr. Name,
It has been great for my company to use your services for many high quality window and door projects. I have always been satisfied with your services, however, I am writing to you with a concern that I hope you can resolve.
My company placed an order with Custom Wood on July 2 over the phone. We ordered custom made double glazed oak French doors. When they arrived on July 25, my carpenter informed me that the doors were cut too small. Instead of measuring a full 11 feet by 8 inches, the doors were 11 feet by 4 inches.
After waiting three weeks for the door to remodel a kitchen, it was obvious that customers were not going to wait any longer to have their kitchen finished. My carpenter was able to fix the mistake and did so at a cost of $455.50.
I am requesting that Custom Wood reimburse the $455.50 paid to fix the doors mistakenly shipped to my company. I am enclosing the carpenter’s bill and would appreciate your attention to this matter.
I would like to continue business with your company as I have always been very satisfied in the past. Thanks for your time.
Sincerely,
My name
Company Name
Boxes (2)
