MAKING A COMPLAINT / CLAIM OF DELAY IN DELIVERY

1. Give the general statement about the delay time in delivery

-………………………………………………………………………………………………
- ………………………………………………………………………………………………
- ………………………………………………………………………………………………
Examples:
- This letter is to inform you that we have not heard from you about the shipment of … under
the above-mentioned Order/Contract…
- We are writing to complain about the shipment of …under the above mentioned Contract/
Order as:
+ this shipment should have reached us (7) days ago but so far we have not heard from you
about it.
+ this shipment should have been at our disposal/possession on or before… Today is as late
as (as of) 1 April, but we have not had them at hand .
2. Repeat the terms of delivery
- From the previous correspondence (the terms and conditions stated in the order/contract)
you will well realize that:
+ This shipment is purchased subject to their arriving here on or before…
+ We placed this order on the understanding (agreement) that they would be
delivered within 01 month from the date of our order
+ Punctuality is of essence/ most essential
+ Prompt (due/ punctual) delivery is of utmost importance
3. Specify all the problems arising from such delay
- Due to the late delivery, we have to:
+ compensate our local customer a sum of … as liquidated damages.
+ purchase a replacement from another supplier to meet a commitment to our local
customer. The balance between your price and theirs is as much as USD1000, (the excessive
arising cost is as much as USD 1000).
+ temporarily hire/lease the machine from a construction company and their
leasing/rental charge is at the rate of USD200/per day

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4. Ask for solutions
- In viewof the above-mentioned reason(s) we must ask you to (would like you) to deal with
the problems as follows:
a) Accept to hold on the shipment
+ immediately compensate us the said amount by (TT)…
+ take any possible steps (do everything) to hasten the dispatch.
+ inform us how soon we can expect delivery.
b) ask for compensations (if any) and immediate delivery
+ immediately reimburse /refund us the said amount/damages we have to compensate
our customers.
+ hold on the contract/order
c) Reject the delivery
+ suspend further deliveries as we find it impossible to take them.
+ terminate/cancel/ discharge this order/contract as the delay is far too long.
5. Give warning, threatening (if necessary)
a. For the present shipment/order/contract.
- We hope that you will not make it necessary for us:
+ to put this matter into the hand of our solicitors / attorneys.
+ to take legal actions/proceedings
+ to take matter go so far.
b. For future purchases
- We must ask you to pay more attention to our future order/shipment, otherwise:
+ We will be left with no alternatives but to approach another supplier.
+ We will be forced to stop doing business with you.