- Organizations would respond to complaints. So you need not use a commanding tone. You could try to resolve the issue with mutual understanding. So use a controlled tone. Resort to more serious action only when there is no satisfactory response.
- Mention all the necessary information related to the case.
- Validate your claim through relevant documents like purchase orders, invoices or agreement copies.
- Express confidence in the reader about resolving 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 this morning taken receipt of my stationery order from yourselves. There is though a problem with the printing, and the letters all seem to be in different sizes and fonts. I have returned the stationery with this letter. I would ask that new stationery items are sent out straight away; Additionally, I would ask that I am refunded for the cost of returning the products. Many thanks for your co-operation.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint letter about inconsistency in stationery ordered.
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.