GUIDELINES
- Mention that you disagree and detail your proposed action to resolve the issue. If this is the first letter, do not blame or threaten. You could mention the course of action if your problem is unresolved in further letters. But you need to be prepared to follow through.
- State clearly the issue that you have a disagreement with.
- Mention any supporting evidence for your disagreement.
- Clarify your expected result. State your planned course of action to get the desired result if required.
- Express your confidence with the reader to reach an amicable solution. End with a note of gratitude if necessary.
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],
Having just had a chip in my windscreen repaired by Smithy's of York, I was surprised to receive your correspondence of June 2 stating that you would not be paying for the work. The reason stated is that Smithy's is not approved by yourself to carry out the work. Having scrutinized my insurance policy, I have yet to see where it says that there is an approved list of company's that can complete the work for yourself. In fact, I was expressly informed by Smithy's that they carried out work for customers of York Insurance almost every day of the week.
That being the case I would ask you to approve the insurance claim that I have submitted and forward the payment to Smithy's of York as per my original instructions. If you could provide me with the complete list of your approved mechanics and repair shops, it would be much appreciated. I thank you in advance for your help with this issue.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint letter about car repairs not covered by insurance.
Further things to consider when writing complaint letters to vendors
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 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.
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