Write my assignment in: Complaint letter of damaged goods and its response
ASSIGNMENT No. 1
Dated: October 6, 2012
Corporate Gifts Inc.
609, Central Park Street
Kansas city, Missouri 64105
Subject: Complaint of damaged goods
Our Company, named Roo Events Pvt. Ltd, is a big event management company that deals in organizing cultural and social events for corporate world. Our company has been associated with you for the last 15 years for bulk ordering of gift items. The letter of complaint is with reference to the order of 200 cups, which we have received on August 25, 2012.
Since the time we got associated with you all our orders used to be in a good and healthy condition. Our orders mainly include corporate gift items such as pens, mouse pads, cups etc. We have never faced any issues with the order we have placed to you. Almost all our orders used to be delivered in time and there were no complaints about any damage. However, with this order of 200 cups, which we have received, more than 100 cups were found to be cracked and damaged. Moreover, it was also found that many cups, which we had ordered did not come as per the purchase order.
Further, our company made an attempt to report about this damage but was unsuccessful as whenever a call was made from our company to you, it was not attended properly. There have been instances whenever a called from our side was made to you but, either the call was put on hold for long time or it would be pass to different people, where we needed to explain the entire situation to different people without getting any solution for the problem of damage. This clearly indicated that there was no support we got from your staff and also the staff was not updated about our situation.
Moreover, we also regret to inform you that your staff behaved discourteous with us instead of paying attention to our requirements. The staff members did not listen to our situation properly and neither registered our complaint. They behaved in an irrational manner as if they seem to be unaware of the on-going activities of the company.
Sir, the entire episode has been revolving around for the past six weeks and till date there is no response we have received from your side. This absenteeism from your end is weakening our trust on you and thereby spoiling our healthy relationship with your company. The damaged order has not only cost us but also spoiled our goodwill in the corporate world.
We would like you to kindly investigate the entire matter with your higher authorities so that our business relation does not get adversely affected and also provide us the compensation for the loss which we have faced from this damaged delivery of gift items.
Head of Public Relation
Roo Events Ltd.
(RESPONSE TO COMPLAINT LETTER)
Dated: October 9, 2012
Roo Events Ltd
308, Bruce Avenue
Nanaimo, British Columbia
Re: Complaint Letter for damage goods
Dear Sir/ Madam,
The letter is with the reference to the complaint letter, which we have received on October 07, 2012 from your esteemed organization regarding the goods received in a damaged condition. Our company is much concerned to learn of happenings and would like to address your concerns further.
Indeed we have built a health business relationship with you over the past 15 years and sincerely apologize for the damaged caused to you from our side. We are very sorry that due to our internal delivery problem, despite the purchase form provided by you, our delivery department did not provide the goods as per the purchase order. Moreover, upon investigation it was found that the goods were not properly packed due to which the damaged was caused. Please accept our apology for the damaged goods and inconvenience caused. We are pleased to inform you that your request for maintenance has been by our maintenance department and also appropriate action has been taken by the delivery department to avoid further damages.
We have always provided efficient and quality services to all our clients and customers; however, we are much disappointed to know that our services fell short and did not meet your level of expectancy on this occasion. To avoid such an occasion, we have instructed our customer care staff to always handle customers’ instruction and query with full attention and proper care. Further, we also apologize for the inappropriate behavior of our staff and we have clearly taken this into our attention so as to avoid any further disturbances with our clients. Moreover, we shall review our current internal delivery and customer care systems for improvement so as to provide better quality service to our clients.
We would also like to express our sincere apology for the delay caused in responding to your complaint. As a token of apology, the company has decided to provide you 25 per cent of discount for your further purchase from our company and also to compensate for the damaged, the company would replace the entire damaged products without charging any additional cost. Also, our company would not charge any cartage for replacing the damaged products. Again, we sincerely apologize for the damage and loss you came across over the incident.
We thank you for bringing the entire matter to my attention, which enable me to evaluate the services the company offers more effectively. On behalf of the company, I deeply apologize for this entire episode your company faced. My company truly hopes that due to this isolated incident, our business relations will not affect. We seek to look forward for serving your company better in future and will not impair your confidence.
Chief Executing Officer (CEO)
Corporate Gifts Inc.
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