GUIDELINES
- 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.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Our dance club, Tango for Two, has recently hired out the basement of your office block. At the time, we were not able to visit due to work being undertaken down there. I did though specifically ask that there was a hard floor laid down to make the perfect conditions dance on. Arriving their last night to set up I found that a thick carpet entirely covered the floor. Hardly the best surface to dance.
As such I would request that my payment for hiring the basement is refunded, and look for your quick response.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter sample to complain about inappropriate dance floor.
Further things to consider when writing complaint letters to organizations
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 Organizations
Letters to organizations are letters written to institutions, associations, or any organized body of people working together to achieve a common goal. An organization could be a charity, union, corporation, or even a neighborhood association. There are a thousand reasons why you may want to write to an organization. Maybe you want to volunteer to offer your services, or you want to make a donation. Perhaps you are requesting sponsorship for your event. Whatever the reason, any letter to an organization must be formal and addressed properly.
When writing letters to organizations, it's important to know what it is that you want to achieve and what you want the organization to do. Use the standard business letter format. Start your letter with a proper salutation and introduce yourself or your company. State the purpose of the letter. Mention what you are asking for or what you are offering. Include any materials or information that you feel might be important to the recipient. Use a polite and professional tone. Keep the letter short, preferably, one page. In the end, thank the recipient in advance for his/her time and consideration. Sign-off using business-appropriate language. Include your full name and contact details.
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