Complaint Letter about Expired Milk

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Complaint letters are written in a variety of situations. They are a very effective means of communicating your dissatisfaction with merchandise or a service, to the concerned authorities and this is the first step to fixing any problem.

Complaint letters can be written by individuals or businesses. Similarly, the recipients can be individuals or businesses. Regardless of the issue at hand, the complaint letter should always be written in a polite and non-accusing tone as the basic purpose is not to accuse or offend anyone but to find a solution to the problem.

The letter should be written in a formal tone to highlight the gravity of the situation and it should list all the facts preferably with evidence in chronological sequence to avoid any ambiguity.

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Subject: Complaint about Expired Milk Delivered on [DATE]

Respected Sir,

I [name] am serving as [designation] in the management department of [name] Mega Mart. I am writing to you in reference to the batch of tetra pack milk we received from you on [date]. You have been our primary supplier of dairy products for [number] of years and we have a dedicated customer base for your products and we have never received a complaint in the past. As you know that we receive a fresh batch from you every Monday and every batch is identified by a unique identification number.

The issue we are currently facing is that in the past one week, we have received multiple complaints that your brand’s milk that the customers bought from us, was expired. The customers had brought back the milk cartons for evidence and upon inspection, their claims were verified. We have traced the problem back to the batch delivered on [date]. Almost all the cartons in that batch have been received back with complaints of being expired.

We cannot identify the issue as at our end the cold chain was maintained and proper SOP was followed in handling the milk. Also, the milk from other brands is perfectly well so the problem must have originated at your end.

As you are well aware that according to our Mart’s policy we offer a complete refund to the customers in such a situation and according to our contract with you, you are bound to refund the amount back to us after confirming the claim. We are attaching a copy of the complaint forms filled by the customers to get a refund.

Please look into this issue at the earliest and refund the amount due to us or we can deduct it from the future payments, whatever suits you. We are open to suggestions and welcome any other way of refund such as installments etc.

Looking forward to a positive and expeditious response from you.

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Subject: Complaint about expired milk on [DATE]

Dear Manager,

I am writing you to complain about the expired milk I purchased from your store on [date]. Until [date] I had enjoyed coming to your departmental store for grocery and other services. Unfortunately, my last visit didn’t go well. With a lot of displeasure, I demand you take the necessary measures to solve my problem.

I am a resident of [XYZ] colony. On the aforementioned date, I came to your store and ordered a large pack of Dairy gold milk pack which is famous for supplying high-quality dairy products across the country. I want to inform you that my child became seriously ill after consuming the milk I bought from your store.

My wife fed some milk to the child. A couple of hours later, he started vomiting. I took him to a nearby hospital and came to know that he suffered from severe food poisoning as a result of consuming expired milk. I spent 500 US$ on my child’s gastric treatment and medicine (copies of bills are attached). After completing the prescribed procedures, I returned home and checked the expiry date printed on the tetra pack. It turned out to be expired!

This situation caused me a lot of anxiety at that time. I always check every product for its expiry date. The irony of fate was that I could not do so that day due to a hurry. Anyhow, it was your duty to check the stuff for its expiry date and replace it with a fresh and new one. My child is my life and he had to face severe gastric problem due to your staff’s negligence.

As an indemnity, you are liable to pay me 500 US$ in lieu of hospital expenses. Alternatively, I shall be forced to take this matter I consumer court where indemnity will become manifolds. To avoid frustration and to show me your gesture of interest in my problem, you are required to comply with my directions till the 10th of this month.

I hope you will take the necessary steps in this regard as soon as possible.

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