Complaint Letter for Receiving of or Delivery of Damaged Goods

Every consumer of goods or services has a right to lodge complaints to the company who provided them with any defective products.

You could lodge complaints under different circumstances:

(1) Received damaged products;

(2) Some products missing (not as per ordered list or quantity-wise);

(3) Products seal was open (which is not supposed to be);

(4) Wrong products delivered;

(5) Any other genuine reasons.

Methods of lodging complaints:

1) Online: We live in a modern digital world, hence most of the companies are making available online options for receiving complaints from their customers. You can check out their website and find the links for lodging complaints. Or you can email to them your complaint.

2) Manually: Some of the companies are not quite digital friendly and they still accept complaints only through written letters well signed and along with self attested copies of identity proofs plus photocopies of bills.

3) Both: It is actually good for the companies to allow to accept complaints from their customers through all mediums including letters, emails, website, etc. So that all varieties of customers are benefited by it.

Complaint template could be somehow as follows. Check the company website for finding out the exact address and to whom it is to be addressed to.

FORMAT

Date: ................

To

The Grievance Officer

Consumer Care Department

(Name of the Company)

(Complete Address)

(Tel. No.)

Sub.: Complaint for damaged product received - request for replacement

Ref: Bill/Invoice no. ............. dated .............

Dear Sir/Madam,

I had ordered for some products from your company a few days back but I am shocked to have received the products today in damaged form. Unfortunately, after the products were delivered and when I opened the delivery package for checking the products inside, I found that all of them were in broken state.

Please note my order details as follows for your kind reference:

Date of order: ....................

Name of the person who ordered: ................
Bill/Invoice nos.: ............ and ..............

Items of products ordered: Item name - ..... (Qnty. ......) Item name - ..... (Qnty. ......)

Total Price : ...........

Date of delivery: ................

I have kept the goods in the same form as they were received. The same can be checked by your person while picking up the goods from my place for return.

You would appreciate that already 10 days have passed since I ordered for goods and still I have not been able to use the products as required at my end. Hence, I would request you to kindly attend to my complaint urgently and provide me with replaced goods at the earliest.

Kindly note that if I do not hear from you in the next 7 days regarding the replacement of goods, then I would be bound to proceed further to lodge a complaint against the company at appropriate consumer and legal forum.

Thanking you in expectation that my complaint will be resolved soon.

Sincerely,

   signature

(Name of the Complainant)

Apology Message by Letter / Email to Boss for Poor Performance

The performance of an employee of an organization may get poor or even get worse for a lot of reasons, viz. family issues, financial burden, mental disturbances, etc.

Not matter how justified the reason is - an organization always expects the employee to work up to the assigned performance level. Any failure in that leads to poor performance of that organization itself.

Hence, chances are that if the poor-performing-employees do not start giving better results then they may have to face retrenchment from the company.

In addition to putting more effort to perform better, the poor-performing-employee should also try to show his commitment towards work through other mediums.

One of such ways is to come forward and at least apologize to the superiors at work for being a poor performer and showcase his commitment level for better performance.

The following letter format could be useful. Modify it appropriately as per your circumstances. If you want to write an email then just use the body part of the letter.

FORMAT

Date: ...............

To

(Name of the Boss / Superior Officer)

(Designation)

(Name of the Organization)

Sub: Apology note for my poor performance at work

Dear Sir,

I would like to sincerely apologize for not being able to perform up to the expected level at work during the last couple of months. I understand it is essential that I should perform best at work not only for the progress of our company but also to ensure continuity of my job in the company.

Though I too believe that making excuses for poor performance isn't very professional, but still I would appreciate if you consider my genuine reasons behind such performance. I had been going through some family issues during the last couple of months which was majorly impacting my mental state and hence affecting my performance at work. Still I had tried to give in my best efforts at work during this period, but the targets were not achieved. I, therefore, wanted to truly apologize to you and the company for not being very resourceful during the said period.

I am now committed to perform better and achieve the targets no matter what the circumstances are. Although I am happy to mention that my family issues are more or less sorted out now and I don't expect to be troubled for that in the near future. My focus at work will be more concentrated and agile, as I so believe.

I hope you will accept my apology and give me another chance to prove my worth in the company.

Thank you for your understanding! I do highly appreciate your constant support during these difficult times. I assure you I won't let you down.

Yours sincerely,

   signature

(Name of the Employee)

Application Letter for Change of Signature in Bank Account

In order to change your signature in the records of the bank where you are maintaining an account, you will have to visit the bank's branch and submit your application. Few banks may accept such requests through letters sent to them by post.

While some banks accept a simple letter from you having the request for change of signature along with new and old sign of yours, some other banks may not accept that letter and will insist on submitting the application form prescribed by them after duly filled in and signed.

Methods - How to change signature in bank account?

1) Mailing to bank by post/courier an application by letter with bank account details along with old and new signature of account holder on the letter.

2) Visiting the bank's branch and submitting the application.

    (a) Either by your own written letter with both old and new signatures;

    (b) Or by filling up the application form given by bank with all details and signatures.

Please call and check with the customer care executive of the bank before visiting the branch. They will tell you the exact procedure adopted by that bank.

Following is the format of such formal request letter if bank is fine with your letter submission.

FORMAT

Date: ..............

From

(Name of the Account holder)

(Full Address)

(Contact No.)

To

The Manager

(Name of the Branch)

(Name of the Bank)

(Address)

Sub: Request for change of my signature in bank records

Ref: Savings account no. ..............................................

Dear Sir,

I am a savings account holder of your bank, having account no. .............. maintained at the ............ branch. I would like to inform you that I have recently changed my signature for all personal and official purposes.

Therefore, I now want to change the signature in the records of your bank too for the said savings account of mine for all future transactions.

My old signature: .......................

My new signature : .............................

In support of my new signature, a copy of my PAN card duly attested by me is enclosed herewith for verification purposes.

Kind request to please do the needful in this regard and communicate accordingly.

Thanking you,

Yours faithfully,

  signature

(Name of the Account holder)

Authority Letter to Pick up Collect Official Documents Template

When some documents are required to be collected from somewhere, one doesn't have to be personally available to pick it up from there unless it is a sort of a precondition on the whole arrangement.

A person or an official of an organisation can provide an authority letter whereby authorising any other person/representative to collect the documents on his/their behalf.

The authorised person should carry his identity proof during the time of collecting of documents, as the opposite party may likely to verify that.

Modify the following format appropriately to use it for your purpose.

FORMAT

(Company Authority Letter)

Ref: ..................

Date: ................

To

(Name of the Officer)

(Designation)

(Name of the Organisation)

(Address)

Sub.: Authorisation to collect documents on our behalf

Dear Mr. .............,

We are hereby authorising our representative - Mr. ............., (Designation), to collect the following documents from your office which is required to be collected by our organisation. Kindly refer to your letter to us bearing ref no. ............... dated ............. in this matter.

Signature: ...............

(Name of the Representative)

Verified by : .......................

(Name, sing and seal of the Authorizing Official)

Details of the documents: ........................

Kindly have the documents handed over to him during his visit to your office today.

Thanking you for your cooperation!

Sincerely,

  signature

(Name of the Officer)

(Designation)

FORMAT

(Personal Authority Letter)

Date: ................

From
(Name of the Person)
(Full Address)
(Contact No.)
(Email id)

To
(Name of the Officer)
(Designation)
(Name of the Organisation)
(Address)

Sub.: Authorisation to collect documents on my behalf

Dear Mr. .............,

Hope you are doing well.

Kindly refer to your letter to me by ref no. ............... dated ............ I understand the (name of documents) is ready to be picked up from your office. Unfortunately, I will be out of town for the next couple of weeks, hence, I am unable to collect the documents personally.

As those documents are needed for completing certain tasks at my end, I would like to have it collected through my representative. So that my assistants can start working on those documents as may be needed for the relevant work.

I am hereby authorising the following person who will collect the document from your office.

Name of the representative: ..................
Signature: ...............
Details of the document: ...............

Kind request to please have the documents handed over to him during his visit to your office tomorrow.

Thanking you for your cooperation!

Yours faithfully,

  signature

(Name of the Person)

Request Letter to return back Cheque because of signature error

In case you have already issued a cheque to a party for making the payment but later on you realise that there is some error in it, for example the signature might have been done a bit recklessly and you are sure the banker won't accept it.

Then it would be better to ask that party to return the cheque in replacement for a new cheque. Though it would be best advisable to exchange the old and new cheque simultaneously through personal meeting because such replacement request to that party may raise suspicion in his part.

Hope the following format will be useful.

FORMAT

Ref: .......................

Date: .....................

To

(Name of the Officer)

(Designation)

(Name of the Organisation)

(Address .........)

(Tel No. ..........)

Sub.: Request to return back cheque issued earlier because of signature error

Ref: Cheque no. .......... dated .............. issued earlier to you against invoice no. ..........

Dear Mr. .............,

Hope you are doing well.

We had issued to you a cheque bearing no. .......... dated ........... for a sum of (amount) on (date) by courier which was delivered to you on (date) as per our records. The said cheque was issued for payment against your invoice no. ............ dated ................ I am sorry to state that there has been a minor signature mistake in the cheque because of which the cheque may not be encashed by you and will probably get dishonored at bank.

Therefore, we want to rectify the error and would like to issue a new cheque to you in replacement for that. Would you be kind enough to send us back the cheque so that we can do the needful from our end please.

I truly apologize for such undesired inconvenience to you from our side.

Thanking you,

Yours faithfully,

 signature

(Name of the Officer)

(Designation)

Sample Letter of Request for a Copy of an Official Document

There could be several reasons for which a copy of an official document may be requested for. Broadly speaking, it could be needed for either personal or official purposes.

Personal: A person may have lost an important document which has allotted by some statutory authority or organisations viz. educational institutions, previous employers, government offices, etc.

Official: An officer of an organisation may request an officer of another organisation to provide a copy of the official document which was either corresponded earlier between them or which is an important piece of document needed by them for some official purposes.

The format of letter would be almost the same in both cases. Important thing is to mention the required information about that document completely so that the person who is going to track it or provide a copy of it - should not face any trouble locating it because of any confusion.

A template of such letter is given below as an example case. Modify it as may be required.

FORMAT

(Personal purpose)

Date: ............

To
(Designation of the Officer)

(Name of the Institution/Organisation)

(Address)

Sub: Request for a copy of my bachelors degree certificate

Dear Sir,

I was a student of Bachelors of ............. in (Name of the institution) during (year) to (year). I had successfully completed my bachelors degree and was awarded with the certificate thereof. But, unfortunately, last month I have lost the certificate during shifting of my flat to a new place.

Therefore, I am hereby submitting my application for issue of a duplicate copy of my bachelors degree certificate. Kindly note the following details of mine for this purpose.

Full Name: ...................
Date of birth: ..................
Son/daughter of: ......................
Course: Bachelors of ..................
Years: During .......... to ............
Passing year: ............
Residential address: .......................
(for sending the certificate)

I am enclosing herewith photocopy of the certificate for your ready reference and my identity and address proofs for verification purposes. I have paid the necessary fees for this purpose at the college counter, receipt of which is also enclosed herewith.

Kind request to please issue the certificate at the earliest.

Thanking you,
Yours faithfully,

  signature

(Name of the Person)

FORMAT

(Official purpose)

Ref: ..............

Date: .............

To

(Name of the Officer)
(Designation)
(Name of the Organisation)
(Address)

Sub.: Copy of .......... document required

Ref: Document no. ............... dated .............

Dear Mr. ............,

I would like to request you for issue of a copy of (name of the document) dated ........... The (name of document) was issued by you last month and was in our possession. But somehow due to our negligence, it has been misplaced and we are unable to track the document. You would appreciate without that document we are unable to process the work related to it which concerns your organisation.

Therefore, I would highly appreciate if you could kindly forward a copy of the said document to our office. I am really sorry to have bothered you on such a matter because of our own mistake. Kindly excuse us.

Looking forward to receiving the document from you as soon as possible.

Have a good day/evening!

Thanking you,
Yours faithfully,

  signature

(Name of the Officer)

(Designation)

Declaration of good health Form for health/life Insurance policy

Some insurance companies take a signed declaration form for good health from its policyholders well in advance before the insurance policy is issued to that person or just after it.

It happens especially in cases of health insurance companies issuing health insurance policies to its policyholders. This is done as a precautionary measure so that a person who is already sick/ill from any disease do not take advantage of the insurance company knowingly.

The declaration form will be given by the insurance company to the policyholder for going through it and signing it. Or you can write a declaration letter with all necessary details.

FORMAT

Date: ..................

To

(Name of the Insurance Company)

(Branch Name and address)

Sub.: Declaration of good health for my health insurance policy

Ref: Insurance policy application no. ............. dated ..............

Dear Sir,

I have applied to your company for issuing a life/health insurance policy in my name as per the following details.

My name: .........................

Address: ........................

Date of birth: ...............

Gender: ....................

Nationality: .................

Occupation: ....................

Contact No.: ......................

Email id: ..............................

I understand it is a prerequisite that I should declare the factual situation of my current state of health.

Therefore, kindly note the following:

I declare that I am of good and sound health at present to the best of my knowledge. I do not have any physical disability or deformity or any defects. I was not hospitalised during the last one year period nor do I expect to be hospitalised in the near future for any disease.

I further declare that since the date of proposal of the policy I have not taken up any hazardous occupation neither have I suffered from any illness/ disease requiring treatment for a week or more nor have I had any operation, accident or injury nor have I undergone ECG, X-ray, screening, blood, urine or stool examination nor have I lost/gained in weight of 5 kgs or more during the last one year period.

I further declare that there has never been any instances of any proposal for insurance / application for revival of a policy on my life that has been declined or postponed or withdrawn or accepted with extra premium or any restrictive clause or on terms other than proposal.

I declare and affirm that the information provided herein above is true and correct to the best of my knowledge and belief. I agree that the above information will constitute part of my contract for life/health assurance with your company.

I understand and agree that the statements herein this Declaration of Good Health constitute warranties. I understand that any mis-statement or suppression of material information contained therein, shall make the entire contract of insurance between me and your company, absolutely null and void.

I, therefore, request you to kindly issue/approve/revive my health insurance policy for which I shall be grateful to you.

Sincerely,

   signature

(Name of the person/policyholder)