- Business establishments would give prime importance to customer satisfaction. If there are any issues, they would be ready for an amicable solution. Your letter should contain a clear statement about the dissatisfaction of their service. Use a firm but respectful tone and deal in a clever way. Do not threaten with legal action unless the company repeats or refuses to rectify the error.
- Mention why you are dissatisfied with their service.
- State your expected way to rectify the issue. Mention what is your plan of action.
- End with a note of confidence in the reader about resolving the issue. Also, mention the recourse you plan if things do not work out.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I purchased two bookcases from your York showroom last weekend. The items were delivered although I was not there to take them in. The bookcases though are not the items I ordered and were totally the wrong color. I specifically ordered the cabinets in the color I did to match the rest of my office furniture.
As such I would be grateful if you can organize a pick up of the incorrect bookcases and delivery of the items I ordered. I would appreciate if this could be done in the very near future. Please phone me to arrange a mutually convenient time. I quick resolution would certainly help in getting my books in their correct place.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint about a shipping error. Sample letter.
Further things to consider when writing complaint letters to vendors
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 Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.