Complaint letter about receiving goods in bad conditions

GUIDELINES

  1. Organizations would respond to complaints. So you need not use a commanding tone. You could try to resolve the issue with mutual understanding. So use a controlled tone. Resort to more serious action only when there is no satisfactory response.
  2. Mention all the necessary information related to the case.
  3. Validate your claim through relevant documents like purchase orders, invoices or agreement copies.
  4. Express confidence in the reader about resolving the issue. End on a positive note.

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],

It was only a couple of weeks ago that I ordered dining plates from yourself, and was impressed with how quickly they were delivered. I was less impressed though when I opened up the packaging to find that half of the plates had been broken. It appears that the box must have been dropped at some point.

I have returned with this letter a copy of my receipt and order form, and can dispatch the pieces of the plate if required. I do have a dinner party scheduled for the end of the month, so if replacement plates can be shipped before then, I would be forever in your debt.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Complaint letter about receiving goods in bad conditions.

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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