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],
Initially, we were overjoyed when we managed to hire your company to fix our roof after our original contractor went out of business. Your roofing crew arrived when they were supposed to, and they set the tent extremely quickly.
I now know how they managed to be so quick, however. Last week's storms have managed to dislodge some the new shingles that had been fitted to the roof. I decided to look at the roof myself and the standard of work are truly shocking. The shingles that had been replaced all still have their plastic backings attached. How is the adhesive supposed to stick the shingles down with this covering still in place? Also, most of the shingles are only held in place by a single nail.
Our contract clearly states that the work undertaken is guaranteed for a year, so I would anticipate you turning up and fixing your poor workmanship immediately. The storm season is upon us, and so I expect a response to this letter before August 1. I hope that this letter is all the action I need to take, to see your work repaired, although I am willing to take it further if necessary.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complain about late work or poor piece of work. Sample letter.
Further things to consider when writing complaint letters to vendors
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 Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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