In business transactions, there might be times when a problem arises that cannot be easily resolved by phone calls. Problems could arise from the quality of goods received, late deliveries, poor service, late payment penalty, or not completing a task in the required time frame. You need to put your concerns in writing.
- Skill level:
- Moderately Easy
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Review the purchase order and agreement for the terms that are in question about goods or services you are dissatisfied with. If you have already made phone calls, send a letter outlining your problems and what the vendor said in response.
Write a letter to the vendor outlining your concerns. Keep copies of all letters you send to the vendor. After each contact, send the vendor a confirming e-mail outlining the issues that were addressed satisfactorily and any outstanding issues. This can be a short note but keep it respectful and professional.
If you have not received complete satisfaction, you need to codify your complaints in a more formal dissatisfaction letter to a vendor. The important items to include in the letter are: terms of the agreement, delivery or performance dates, problems encountered, and copies of the e-mails you have sent concerning the issues.
While a lawsuit is always possible to resolve a problem with a vendor, this should be the last resort. Lawsuits are expensive and time consuming. If a lawsuit is absolutely necessary, the vendor complaint letters will be a big asset to your case.
Tips and warnings
- Keep the tone professional and do not use sarcasm or threats. The goal is to resolve problems not exacerbate them.
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