- The intention of most organizations is to clear the issues of the customers. They would want to resolve the customers' complaints. Avoid acquisitions or aggressive tone. If earlier letters to the executives have not resolved the issue, send a note to the CEO or President. Use a strict but gentle tone.
- Mention all the necessary details of the current case.
- Attach photocopies of relevant documents to confirm your claim. Keep the original copies of receipts, notices, invoices or canceled checks.
- Mention your proposal to resolve the issue.
- Express your confidence in the reader's ability to handle the issue. End on a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Yesterday I received invoices for $2,000. It was a great surprise. The agreement made between us apparently confirmed that I would only pay $1,600 for the kitchen units. As we have always had a good working relationship, I would hope that a correct invoice can be quickly sent out, so that I am once again able to provide excellent references for your business. Many thanks.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint letter sample disputing invoice for kitchen unit.
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.