A Complaint Letter To Supplier is an essential business communication tool used when goods or services received do not meet contractual specifications or quality standards. This document is particularly important in the Austrian business environment, where it must comply with specific requirements under the Austrian Civil Code (ABGB) and Commercial Code (UGB). The letter serves as a formal record of the complaint and may be crucial in potential legal proceedings. It should be used promptly upon discovering issues with supplied goods or services, clearly documenting the nature of the problem, supporting evidence, and requested remedies. The document must be written in a professional tone while asserting rights under Austrian law, including relevant EU regulations that have been incorporated into Austrian legislation. It's particularly important to include all relevant reference numbers, dates, and supporting documentation to establish a clear chain of evidence.
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Key Requirements PROMPT example:
Complaint Letter To Supplier
"I need to draft a Complaint Letter to Supplier regarding a defective industrial printer delivered on January 15, 2025, which has caused significant production delays and additional costs of 鈧50,000; the letter should emphasize the urgency of replacement and demand compensation under Austrian warranty laws."
1. Sender's Details: Full company name, address, and contact information of the complainant
2. Date: Date of the letter
3. Recipient's Details: Full name, title, company name, and address of the supplier
4. Reference Information: Order number, invoice number, delivery note number, or other relevant reference numbers
5. Subject Line: Clear indication that this is a formal complaint
6. Product/Service Details: Specific details of the product or service in question, including quantity, model numbers, etc.
7. Problem Description: Clear and detailed description of the issue, including when it was discovered
8. Impact Statement: Description of how the issue has affected your business or operations
9. Requested Resolution: Clear statement of what action you expect from the supplier
10. Response Timeline: Specification of when you expect a response
11. Closing: Professional closing statement and signature block
1. Previous Communication Reference: Include when there has been prior communication about the issue
2. Legal Rights Reference: Include when you need to emphasize your legal position or rights under specific legislation
3. Cost Impact: Include when there are specific financial implications that need to be highlighted
4. Deadline for Resolution: Include when setting a specific deadline for resolution is necessary
5. Alternative Resolution Options: Include when proposing multiple acceptable solutions
6. Escalation Notice: Include when you need to indicate potential next steps if the issue remains unresolved
1. Photographic Evidence: Photos documenting the defect or issue
2. Original Purchase Documentation: Copies of purchase orders, invoices, and delivery notes
3. Inspection Reports: Any technical or expert reports documenting the issue
4. Communication Log: Chronological record of previous communications regarding the issue
5. Cost Documentation: Evidence of additional costs incurred due to the issue
Authors
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Wholesale
Construction
Technology
Food and Beverage
Pharmaceuticals
Automotive
Electronics
Textiles
Industrial Equipment
Consumer Goods
Medical Supplies
Agriculture
Chemical Industry
Logistics
Relevant Teams
Procurement
Legal
Quality Control
Operations
Supply Chain
Compliance
Finance
Production
Logistics
Customer Service
Administration
Risk Management
Relevant Roles
Procurement Manager
Supply Chain Manager
Quality Control Manager
Operations Director
Purchasing Officer
Legal Counsel
Contract Administrator
Facility Manager
Production Manager
Inventory Manager
Chief Operating Officer
Quality Assurance Specialist
Compliance Officer
Department Head
Project Manager
Business Owner
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