- 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.
- You could give your reader the benefit of doubt. But mention your concern precisely.
- Give the required information such that your reader can find your order. This letter may end up as a reorder request.
- 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.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am increasingly worried that my order for an additional memory card may have gone astray. I ordered directly from your site and paid using my credit card. This transaction was undertaken on July 18, 2007. I ordered using my customer identification of 45253, which is in my name, Sarah Jones. The law explicitly stated that the memory card was to be delivered by me to my home address of 879 North Street, York, KS 55211.
I decided to buy from your website based on the fact that your price was the most competitive. If you cannot deliver my memory card by the end of the month, please cancel the order and credit my account with the value of the card.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complain about an order delay. Sample letter.
Further things to consider when writing complaint letters to customer service
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.