GUIDELINES

  1. Go ahead and state the reason for your complaint in a brief and concise manner.
  2. Mention the supporting details of your case such as any arguments that you may have which all help your case.
  3. Make sure to mention the things that you want the company to do exactly about the problem at hand.

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 am writing to you to relate to you the very unprofessional treatment that I had received from one of your employees during my last visit to your office last Wednesday, February 3, 2009.

I was just asking one of the tellers some simple questions regarding my account, and I was received in a crude fashion. The employee was very short and also answered in a very condescending tone. While I am not a confrontational type of person, I was forced to tell your employee that we would not tolerate such treatment and that I would report the incident. There were many people - including other tellers - who can act as witnesses to the veracity of this.

I would like for you to see to this issue immediately as such events could indeed affect the credibility and image of your esteemed company. I would also like to receive a formal apology from the employee as well. I feel like these are not unreasonable requests, and I look forward to getting a positive response from your company.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Demand letter to an insurance company. Sample letter.

Further things to consider when writing claim letters to vendors

Further things to consider when writing claim letters to vendors

Claim Letters

Claim letters are persuasive letters sent by customers to companies to identify problems with products or services. Customers write claim letters to express their dissatisfaction with the purchased products and get compensation. In most cases, claim letters are accompanied by supporting documents to give a backup to the claim. There are many occasions you may find claim letters useful. Maybe you have bought a defective product from a company, you slipped on an unmarked wet floor in a supermarket, or you want to notify someone of unsatisfactory work or breach of contract. The best way to air your claim in such situations is through a claim letter.

When writing claim letters, you need to state clearly and honestly what went wrong. If it is a faulty product, provide its details such as the place and date of purchase. Mention what you expect from the company as per the agreed terms. Maintain a professional and assertive tone even though you feel that you have been wronged. If there are forms you need to fill, include them with the letter for faster approval. Close the letter on a courteous tone and thank the recipient for his/her anticipated help.

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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