- This is a clear and concise letter stating the issue and requesting an immediate action. It will usually be responded unless the company intends to fraud. In that case, stringent measures would be required to recover the amount.
- Mention the issue clearly. Include the name of the product that is faulty.
- Explain all the required details.
- Mention your expected course of action from the reader. Include your planned recourse if the reader does not respond within a particular date. Do not resort to threatening statements unless you are prepared to follow through.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
This letter is to confirm the message I left on the answering machine of your office today. A set of Nativity China featured on page 10 of your Winter catalog was delivered to me yesterday. The description in the catalog states that the China is "hand-painted and of high quality." However, I was disappointed when I received a poorly painted, and inferior quality China. You guaranteed that I can have my money back if I am not satisfied with the product. I am not convinced, and as such, I am returning the product for the entire amount of $32.95. The receipt is attached.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint letter for money back upon dissatisfaction.
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.