WhatsApp quality complaint reply templates

Sorry to hear that, [name] — let's get it sorted. Could you send a few photos of the issue, plus one of the [carton label / batch number]? That tells me exactly which batch it came from and what went wrong, so I can fix it properly rather than guess.

Por qué funciona: Framing the photo request as 'so I can fix it properly' gets you the evidence without reading as 'I don't believe you' — and the batch number often reveals whether it's a production issue or transit damage.

You're right, [name] — that's below our standard and I'm not going to argue it. Here's what I'll do: [replace the affected units / credit [amount] on your next order], shipped with your next batch at no cost. I've also flagged the batch with production so it doesn't repeat.

Por qué funciona: When it's genuinely your fault, speed beats negotiation — a fast, specific remedy plus 'I've flagged it with production' converts a complaint into evidence that you're a supplier worth keeping.

Thanks for the photos, [name]. Looking at them, this looks like [transit damage / a spec matching what was approved on [date]] rather than a production fault — here's the approved proof for reference [attachment]. That said, I don't want you stuck: I can [partial solution]. Would that work?

Por qué funciona: Disagreeing with evidence attached, then still offering something, protects your margin on an unjustified claim without turning it into a fight you'd win on facts but lose on relationship.