Formal letter of complaint to a supplier

Good Day [recipient],

We would like to report that one of the [product] delivered to us last [date] was defective. It seems to have [issue].

This is a very inconveniencing problem for us. [product]/s are vital to our production pipeline and we request immediate action on this matter. As such, we are holding all payments due to your organization until we resolve the matter.

Should you need to send someone over to fix the problem, please alert us ahead of time. We’ll need to adjust our schedule and our deadlines beforehand. You may contact us at

[number]

to discuss a favorable date for your representative’s arrival.

We will eagerly wait for your response.

Thank you,

[Name]

[Company]

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