GUIDELINES
- Avoid emotional approach in this letter as it would weaken your stand. Use a calm and controlled tone. Explain what the employee has done that has lead to this complaint. But do not insult the employee. Do not generalize your statements as you are focusing on a particular employee.
- Mention the employee that you are focusing. Include all the information related to this case.
- Provide your suggestions to rectify the error.
- Mention that you are willing to take appropriate action against the employee. Express your confidence in the reader about handling the situation in a correct way.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I feel that it is my duty to report the offensive language that I overheard yesterday while walking around your toy department. One of your staff, who I believe is called Colin, was clearly swearing while in earshot of some young children. It was not just a one-off either, and he repeated the swear word on some occasions. Rather than being ashamed of his language, your member of staff appeared to think that it was hilarious. I found it to be offensive, and I am sure that other parents also found it offensive as well. This one member of staff has put me off from entering your store again.
I do not feel that this member of staff has any place on the shop floor, where he can interact with members of public, and children in particular. If you do decide that action needs to be taken against the member of staff, then I will gladly act as a witness in that action.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint letter about offensive language in a toy store.
Further things to consider when writing complaint letters to customer service
Complaint Letters
Complaint letters are letters written to a certain authority to address an unacceptable or unsatisfactory behavior or situation. They are used to address any offense, wrongdoing, grievance, or resentment arising out of products or services. Basically, complaint letters are used to raise concerns about unfair doings and seek a productive outcome. Some of the most common mistakes people complain about include defective or incomplete order, abnormal delays in sending consignments, mistakes in bills or reminders for payment, dispatching products of wrong quality, or even a neighbor's misconduct.
Complaint letters can be written by anyone for any reason. Provided you have a purpose and the facts to back up your complaint; then you can put together a complaint letter. State the actual complaint and put in all the necessary details such as the number of times the issue has occurred. Mention what actions you expect to be taken regarding your complaint (suggest solutions if necessary). If you are writing a complaint to a home owner about something that happened, explain clearly how the events transpired. Use a cordial and polite tone and ask for a response before closing your letter.
Letters to Customer Service
Letters to customer service are letters sent to the person in charge of offering assistance and advice to customers or clients in a company. The recipient of these letters could be the customer service manager or any other person in the customer service department. There are many types of letters written to the customer service. The most common ones include inquiry letters to inquire information about products and services, complaint letters to file a complaint, and thank-you letters to thank a company for quality services. For any reason you may want to write to customer service, your letter must be formal.
The best letters to customer service are short and straightforward. Make sure to address the letter accordingly. For instance, if you know the customer service manager, address him/her by name. However, if you don't know his/her name or anyone in the customer service department, address your letter as "To whom it may concern". State your name and the reason for your letter. Convey your message clearly. Provide necessary information such as contact details. Be polite and professional even if you are filing a complaint. End the letter positively or by calling the recipient to action.
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