GUIDELINES

  1. 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.
  2. Mention the employee that you are focusing. Include all the information related to this case.
  3. Provide your suggestions to rectify the error.
  4. 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

[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],

Having looked around for a contractor, I decided to take yourself on, mostly by the numerous recommendations I received from satisfied customers. It doesn't appear though that I am to be one of the satisfied customers. You were, as you know, due to complete work on the basement last week, and yet it is barely half finished, and there has been no work undertaken on it for the past two weeks. As it has been impossible to contact you be a phone, I have been forced to write this letter to try and find out what is going on in my basement.

If I do not receive a satisfactory response to this letter by the end of the month, I will have no other option but to make an appointment with a legal representative.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Complaint sample letter for delayed work on basement.

Further things to consider when writing complaint letters to vendors

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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