GUIDELINES

  1. This letter can be written if you do not receive the delivery after the standard time (six to eight weeks). An informal note would work better than a letter with critical comments.
  2. You could give your reader the benefit of doubt. But mention your concern precisely.
  3. Give the required information such that your reader can find your order. This letter may end up as a reorder request.
  4. Request for a reason for the delay or ask the reader to send the merchandise. If you have already made the payment, request for a return if the order cannot be fulfilled.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

In your brochure, there is a clear statement that there will be a quick delivery on all orders. My credit card firm confirms that money has been taken from my card, and yet I am worried to find that some two months after receiving payment I have yet to take receipt of my items. The things that I am waiting for were ordered on February 18 and comprised of a briefcase and pen set. These items were requested to be delivered by parcel post to my work's address at 153 South St, York, KS 55211.

If these items have already been sent out, please provide me with the delivery tracking number. If the order has yet to be shipped, then please refund the cost of the order to my account.

All of my previous transactions with your firm have been more than satisfactory, and sincerely hope that future sales will also prove to be acceptable.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Complaint letter sample for delayed delivery of briefcase.

Further things to consider when writing complaint letters to customer service

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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