GUIDELINES

  1. 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.
  2. Mention why you are dissatisfied with their service.
  3. State your expected way to rectify the issue. Mention what is your plan of action.
  4. 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.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I recently placed an order with your printing firm here in York. The order was a large one and included some flyers advertising my business. I have just taken a collection of the order and have noticed that the incorrect phone number has been printed on all of the flyers.

I am sending back the flyers to your offices separately with a note explicitly stating the correct phone number. I would ask that you send out the good flyers immediately and also reimburse me for the cost of the postage for the returned items.

Many thanks in anticipation for a quick resolution.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Complaint letter sample about wrong information on flyer.

Further things to consider when writing complaint letters to vendors

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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