Making a claim for wrong quality

Bramah Weavers Ltd 646 Dock Road Calcutta India Dear Sirs, Our order no. 434 of 6 May for upholstery materials has now been delivered. We have examined the shipment carefully and, to our great disappointment, find that they are not of the quality we ordered. The materials do not match the samples you sent us. The quality of some of them is so poor that we feel that a mistake has been made in making up the order. The goods do not match the requirements of our company. We have, therefore, no choice but to ask you to take the materials back and replace them with materials of the quality we ordered. We are very keen to resolve this matter amicably. If you can replace the materials, we are prepared to allow the agreed delivery time to run from the date you confirm that you can supply the correct materials. We look forward to your early reply. Yours faithfully,		Useful phrases Line 2 We . . . find that they are not of the quality we ordered. Line 6 The goods do not match the requirements of our company. Line 6 We have no choice but to ask you to take the . . . back and replace them with . . . Line 8 We are very keen to resolve this matter amicably. Notes Para. 1 Identify the reference. Para. 2 State the problem. Para. 3 Suggest an explanation. Para. 4 Request replacement. Para. 5 Make a concession on the delivery date to give time for replacement goods to be supplied.
Comments The letter insists firmly, but politely, that the wrong quality of goods was supplied. It asks for replacement goods and sensibly allows time for the goods to be supplied. The letter seeks a friendly solution to the problem.	Alternative phrases Line 2 ... and we are disappointed to find . . Line 4 The materials are not the same as . . . Line 8 We would very much like to settle this matter in a friendly way. Line 8 ... we are willing to allow . . . Line 1 ... has now arrived.