GUIDELINES
- Avoid irrelevant information or emotional statements. Use a firm but polite tone to communicate facts. If there is no response to this letter, use a stronger but respectful language in the next letter. Keep the original documents and send their photocopies.
- Urge the importance of taking necessary action to resolve the issue. Mention all the details of your complaint. Include necessary information like dates, names, invoices or previous letters.
- Mention the response that you expect. Reiterate the earlier agreement of prices, guarantees or services. Include relevant copies of any such documentation. An assumption that the reader would take required action would be appropriate.
- Express your confidence in the reader's ability to handle the issue. End on a positive note.
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],
As you will no doubt, remember I recently bought a new van from yourselves. Since then it has broken down twice and is integral to my business. I have been given assurances that the truck will be fixed by next weekend; this is not good enough, and I am losing money because of this delay. As such I feel that a previous repair is required, and will phone tomorrow to confirm an earlier slot. Many thanks.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint letter sample of purchase of defective truck.
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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