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Letter of Complaint About Contractual Obligations

By: Beth Morrisey MLIS - Updated: 20 Sep 2012 | comments*Discuss
 
Letters Business Letters Business Letter

Sometimes organisations find themselves in the middle of a business relationship in which one party fails to comply to its contractual obligations. This may be an employee who does not fulfil his or her employment contract or another organisation with which your organisation does business. In the first instance a letter of complaint about contractual obligations serves to record the complaint as well as make the other party aware of it. The content of such a letter should therefore include all pertinent details related to the complaint and the original contract. It might also include details of what steps will be taken should the contractual obligations continue to go unmet.

Content of a Letter of Complaint About Contractual Obligations

The most obvious purpose of this letter is to make the complaint clear. Include details of what the contractual obligation is as written, as well as what the organisation making the complaint believes it to be. These interpretations may be different, so it is advisable to include them both. Details of the ways in which the person or organisation has failed to live up to these obligations are also appropriate for the content of such a letter and should include as many facts as possible. If the organisation has made verbal complaints before the written complaint then this might be noted too. Also, a letter of complaint about contractual obligations could include details of what steps the organisation will take in the future should the situation not be rectified.

Format of a Letter of Complaint About Contractual Obligations

A letter of complaint about contractual obligations should be formatted as a formal business letter not only because it will probably end up in a file related to a particular employee or business relationship but because if legal proceedings result then the letter might be needed as a document and/or evidence. Such a letter should therefore include the names and job titles of both the writer and recipient, as well as the mailing address of each. It should include professional vocabulary, salutations and closings and include the signature of the writer. This type of letter should be typed and printed on organisational letterhead. Delivery through the organisation's mail system (to an employee) or via post or courier (to another organisation) are all acceptable.

Sample Letter of Complaint About Contractual Obligations

Mr. Laurence Morris
Job Title
Organisation One
Organisation Mailing Address

Date

Mr. Timothy Wolfe
Job Title
Organisation Two
Organisation Mailing Address

Dear Mr. Wolfe,

Please be advised that [Organisation One] failed to receive the first delivery of [Items] from [Organisation Two] by [Date] as stipulated in [Contract] dated [Date of Contract].

[Organisation] paid for these goods in full on [Date] as evidenced by the copy of the receipt attached. Immediate delivery is now expected. If these goods are not received by [Date] then [Organisation] will have to refer this matter to a legal team.

Please contact me on [Telephone Number or Email Address] if you would like to discuss this matter further.

Yours sincerely,

_____________
Laurence Morris
Job Title

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