- Avoid irrelevant information or emotional statements. Use a firm but polite tone to communicate facts. If there is no response to this letter, use a stronger but respectful language in the next letter. Keep the original documents and send their photocopies.
- Urge the importance of taking necessary action to resolve the issue. Mention all the details of your complaint. Include necessary information like dates, names, invoices or previous letters.
- Mention the response that you expect. Reiterate the earlier agreement of prices, guarantees or services. Include relevant copies of any such documentation. An assumption that the reader would take required action would be appropriate.
- 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],
I have now been waiting for almost a month for the refund due to me. As you will no doubt recall I purchased a hedge trimmer from yourselves, which proved to be broken, and as such you agreed to a refund of the $99 purchase price. The delay is worrying although I would hope that it is purely a clerical error.
I have attached all the details about the hedge trimmer for your records and look forward to receiving the refund so that I can purchase a new model by next weekend.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter of complaint of a defective hedge trimmer.
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.