The Complaint About Received Damaged Goods Letter is a crucial business document used when goods are received in damaged condition from a supplier or vendor in Malaysia. This document should be prepared as soon as damage is discovered, ideally within 24-48 hours of receipt. It serves multiple purposes: officially notifying the supplier of the issue, documenting the damage for insurance and legal purposes, and requesting specific remedial action. The letter must comply with Malaysian legal requirements, particularly the Consumer Protection Act 1999 and Sale of Goods Act 1957, which provide the framework for consumer rights and remedies. It should include detailed documentation of the damage, reference to the original order, and clear statements about the expected resolution. This type of letter is often the first step in a formal dispute resolution process and may be used as evidence if legal action becomes necessary.
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1. Sender's Details: Full name, address, contact information, and customer/order reference number of the complainant
2. Recipient's Details: Company name, address, department (if applicable), and relevant contact person
3. Date: Date when the letter is written
4. Subject Line: Clear indication that this is a complaint about damaged goods, including order/invoice number
5. Order Details: Information about the original order including date of order, date of delivery, order number, and description of items
6. Damage Description: Detailed description of the damage found, when it was discovered, and current condition of the goods
7. Impact Statement: Explanation of how the damage has affected you/your business
8. Requested Resolution: Clear statement of what remedy you are seeking (replacement, refund, repair, etc.)
9. Action Timeline: Specific timeframe within which you expect a response or resolution
10. Closing: Professional closing statement with your signature and contact information
1. Previous Communication Reference: Include if there have been prior attempts to resolve the issue, citing dates and methods of communication
2. Legal Rights Citation: Reference to relevant consumer protection laws if the complaint is escalated or serious
3. Cost Implications: Include if there are additional costs incurred due to the damaged goods
4. Witness Statement: Include if the damage was witnessed by a third party during delivery or unpacking
5. Alternative Resolution Options: Include if you're willing to accept alternative forms of compensation or resolution
1. Photographic Evidence: Photos showing the damage to the received goods
2. Original Order Documentation: Copy of original order confirmation, invoice, and delivery receipt
3. Damage Assessment Report: If applicable, professional assessment or report detailing the extent of damage
4. Communication Log: Chronological record of all previous communications regarding this issue
5. Expense Documentation: Receipts or documentation of any additional costs incurred due to the damaged goods
Relevant legal definitions
Clauses
Relevant Industries
Retail
Manufacturing
E-commerce
Wholesale Trade
Logistics and Transportation
Consumer Goods
Industrial Equipment
Electronics
Furniture and Home Goods
Food and Beverage
Pharmaceutical
Construction Materials
Automotive Parts
Fashion and Apparel
Relevant Teams
Procurement
Supply Chain
Quality Control
Warehouse Operations
Customer Service
Legal
Compliance
Logistics
Administration
Claims Processing
Risk Management
Relevant Roles
Procurement Manager
Supply Chain Manager
Quality Control Inspector
Receiving Clerk
Warehouse Manager
Operations Manager
Customer Service Representative
Legal Counsel
Compliance Officer
Logistics Coordinator
Purchase Officer
Claims Administrator
Business Owner
Office Manager
Retail Manager
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