The Complaint Letter For Less Quantity is an essential business document used when received goods are fewer in quantity than what was originally ordered and paid for. This document is particularly relevant in the Malaysian business context, where it must comply with local commercial laws and business practices. It serves as both a formal notification of the quantity discrepancy and a request for remediation, typically used after initial informal communication attempts have not resolved the issue. The letter should reference relevant transaction details, clearly state the quantity shortage, provide evidence of the discrepancy, and specify the desired resolution. In Malaysia, such complaints are supported by the Consumer Protection Act 1999 and the Sale of Goods Act 1957, which provide legal frameworks for addressing such commercial disputes.
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1. Sender and Recipient Details: Complete contact information including name, address, and contact details of both parties
2. Reference Information: Order number, delivery date, invoice number, and any other relevant transaction identifiers
3. Subject Line: Clear indication that this is a complaint regarding quantity shortage
4. Order Details: Specific details about the original order including quantity ordered and price
5. Description of Discrepancy: Clear statement of the quantity shortage with exact numbers and details
6. Impact Statement: Brief explanation of how the shortage affects your business or usage
7. Specific Request: Clear statement of what remedy you are seeking (replacement, refund, etc.)
8. Timeline for Response: Reasonable deadline for expecting a response or resolution
1. Previous Communications: Reference to any prior attempts to resolve the issue, used when this isn't the first communication
2. Legal Rights Reference: Citation of relevant consumer protection laws, used in more serious cases or when previous attempts at resolution have failed
3. Cost Impact: Detailed breakdown of financial impact, used when seeking specific compensation
4. Quality Issues: If the delivered items also have quality issues beyond quantity problems
1. Delivery Note Copy: Copy of delivery note showing actual quantity received
2. Original Order Document: Copy of purchase order showing ordered quantity
3. Photographic Evidence: Photos or video evidence of the quantity discrepancy, if applicable
4. Inventory Count Record: Documentation of inventory count showing the shortage
5. Invoice Copy: Copy of invoice showing paid amount for original quantity
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Wholesale Trade
Construction
Food and Beverage
Pharmaceuticals
Electronics
Automotive
Agriculture
Chemical Industry
Textiles
Relevant Teams
Procurement
Supply Chain
Operations
Quality Control
Logistics
Warehouse
Legal
Commercial Operations
Inventory Management
Relevant Roles
Procurement Manager
Supply Chain Manager
Operations Manager
Purchasing Officer
Quality Control Manager
Inventory Manager
Logistics Coordinator
Warehouse Supervisor
Materials Manager
Receiving Clerk
Contract Administrator
Commercial Manager
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