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Complaint for poor service letter template

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Complaint for poor service letter template
August 10, 2019 1st Anniversary Wishes 4 comments

Remember to delete the appropriate information before sending the letter.

Having a problem with a product or service can be frustrating. When you’re trying to resolve a problem with a company, the first step should be to discuss your concerns with a representative of the business. If a phone call or email doesn’t resolve the problem, consider writing a complaint letter.

A letter is important. It puts your complaint on record with the company, helps preserve any legal rights you may have in the situation, and lets the company know you’re serious about pursuing the complaint.

Use this sample letter and these tips to write an effective complaint:

  • Be clear and concise. Describe the item or service you bought and the problem. Include serial or model numbers, and the name and location of the seller. If you’re following up on a conversation, be sure to say who you spoke with and confirm the details of your discussion.
  • State exactly what you want done and how long you’re willing to wait for a response. Be reasonable.
  • Don’t write an angry, sarcastic, or threatening letter. The person reading your letter probably isn’t responsible for the problem, but may be very helpful in resolving it.
  • Include copiesof relevant documents, like receipts, work orders, and warranties. You also may want to send copies of emails and notes from conversations you’ve had with the seller about the problem. Keep your originals.
  • Include your name and contact information. If an account is involved, be sure to include the account number.

You may want to send your letter by certified mail and request a return receipt. That way, you’ll have proof that the company got your letter and who signed for it.

If your letter doesn’t do the trick, you may want to get outside help and look at other options. For more information, see Resolving Consumer Problems.

Tagged with: complaint, customer service, dispute resolution, product, refunds, shopping

Complaint letter sample for poor customer service. Complaint letters to companies. Guide, letter example, grammar checker, + letter samples.

Responding to Customer Complaints

complaint for poor service letter template

Copy and use our free sample complaint letter and email

Wednesday, August 28, 2019

 

Sometimes the difference between resolving a consumer complaint and not rests heavily on how you complain.

Consumer Action offers a sample complaint letter and an email complaint template. You can cut and paste these documents below. (Hint: If you are pasting into a Word document, choose "Paste as Plain Text" to paste text into your document.)

You can download the letter and email in plain text format by clicking on these links:

Sample complaint letter

Your name
Address
Phone number

Company official
Company name
Company address

Date

Dear (title) ____:

I wish to complain about ____ (name of product or service, with serial number or account number) that I purchased on ____ (date and location of transaction).

I am complaining because ____ (the reason you are dissatisfied). To resolve this problem I would like you to ____ (what you want the business to do).

When I first learned of this problem, I contacted ____ (name of the person, date of the call) at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because ____ (the reason you feel the company has an obligation to you). I would like a written statement explaining your company's position and what you will do about my complaint.

I look forward to hearing from you as soon as possible to resolve this problem. If I do not hear from you within ____ days I will file complaints with the appropriate consumer agencies and consider my legal alternatives. I am enclosing copies of my receipt. I may be contacted at the above address and phone number.

Sincerely,

(your signature)

(Type or print your name)

CC: (local consumer group) (appropriate government agencies)

ATT: (attach and list documentation of your complaint, if any)

Sample complaint email

From: My Name and email ([email protected]
Subject: (short description of your complaint
Date: Most email programs enter this field automatically
To: (enter the email address of the person you are contacting)
CC: (local consumer group) (appropriate government agencies)

Dear (title) ____:

I wish to complain about ____ (name of product or service, with serial number or account number) that I purchased on ____ (date and location of transaction).

I am complaining because ____ (the reason you are dissatisfied). To resolve this problem I would like you to ____ (what you want the business to do).

When I first learned of this problem, I contacted ____ (name of the person, date of the call) at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because ____ (the reason you feel the company has an obligation to you). I would like a written statement explaining your company’s position and what you will do about my complaint.

I look forward to hearing from you as soon as possible to resolve this problem. If I do not hear from you within ____ days I will file complaints with the appropriate consumer agencies and consider my legal alternatives.

I am attaching copies of my receipt or ___________ (other proof of payment or documentation of complaint).

You may reply to me at this email or call me at (phone number).

Sincerely,

(your full name)

 

 

 

 

Consumer Help Desk

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Writing a Complaint Letter for Bad Product or Service (5+ Templates)

complaint for poor service letter template

If you have a complaint, help is on the way!

Writing a letter of complaint can be tricky, but the most important thing to remember is to be direct and tasteful. No one will take your complaint seriously if you are ranting and raving. Take a look at this example complaint letter for ideas on how you should approach writing a letter of complaint.


Example complaint letter:

56 Disgruntled Street
Somewhere Unhappy
1AM MAD

 

Customer Service Manager
That Awful Company
Somewhere Awful
UR BAD

June 15, 2016

 

Dear Sir/Madam,

I am writing today to complain of the poor service I received from your company on June 12, 2016. I was visited by a representative of That Awful Company, Mr. Madman, at my home on that day.

Mr. Madman was one hour late for his appointment and offered nothing by way of apology when he arrived at noon. Your representative did not remove his muddy shoes upon entering my house, and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present a range of products to me that I had specifically told his assistant by telephone I was not interested in. I repeatedly tried to ask your representative about the products that were of interest to me, but he refused to deal with my questions. We ended our meeting after 25 minutes without either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to show up. My impression of That Awful Company has been tarnished, and I am now concerned about how my existing business is being managed by your firm. Furthermore, Mr. Madman's inability to remove his muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional carpet cleaner.

I trust this is not the way That Awful Company wishes to conduct business with valued customers—I have been with you since the company was founded and have never encountered such treatment before. I would welcome the opportunity to discuss matters further and to learn of how you propose to prevent a similar situation from recurring. I look forward to hearing from you.

Yours faithfully,

 

V. Angry

 

V. Angry


Learn how to write other kinds of letters! Check out How to Write a Letter, available in Kindle and paperback on Amazon right now. You can also send us your letter for proofreading.

Image source: tashatuvango/BigStockPhoto.com

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 Back to Advice and Articles

It is not the first time you have heard about terrible customer experience. In fact, you might have been a victim of bad product or service, and the last thing you are .

Complain guides

complaint for poor service letter template

Paul Popon
10 Friedsburg Street
Nottingham, UK 86867

Customer Service
Head Office of Rio Supermarket
Manulo Street
Nottingham, UK 85859

May 15, 2013

Dear Sir/Madam,

I am writing to complain of the poor service I received from your company on the 5th of May, 2013. I visited one of your stores at 14 Swallow Alley and want to inform you about the inappropriate behavior of the store manager, Marina Rivera.

I had made a big purchase at your store. After returning home, I looked at my purchased goods and took out a cooled chicken that I bought from your store. The date of production mentioned on the package was the 5th of May. When the package was opened, the chicken did not look suitable for consumption, as it smelled of rot and the meat was brown in color inside.

I was annoyed that I wasted all morning waiting for the store manager to make a complaint about the spoiled product. On my demands to make something of this situation, the store manager cynically began to attract the attention of other buyers to my problem, and refused to make the compensation of the spoiled product. Such volatile behavior not only claims the rights of consumers, but also basic ethical and moral standards as well. This attitude discredits the head management of the company in the eyes of buyers and is unacceptable.

I am a regular customer in your store because of your convenient location. I liked mostly everything in the store, but this problem made me feel cautious about the quality of the products you sell. It was extremely disheartening that I could not receive the assistance I was politely requesting. I am enclosing copies of my receipts, the photos of the spoiled product and the date marked on the package.

I am giving you a chance to provide a refund. I would like to hear your side of the story, and allow a chance for you to comment before posting such a letter to a Surgeon General.

I have another place in mind to buy products, but I still want to make my purchases at your store. Please, take appropriate measures against the manager to avoid such situations. You may discuss this further with me at any time at (878) 454-4334 or feel free to email me at [email protected] I look forward to hearing from you.

Yours faithfully,
Paul Popon

Enclosed:

  • copy of receipt
  • photo of the product
  • photo of the date marked on the package.

Writing a complaint letter is not a problem if you faced an unpleasant situation. But sometimes you may be required to complete more difficult paper type. And this is where our service can help you. You can order any paper type from us and it will be delivered on time.

WATCH THE VIDEO ON THEME: Complaint Letter--How to Write an Effective Letter of Complaint

Complaint letter/email template [remove this heading from your final copy] State the problem you have with the product or service – for example, was the.

complaint for poor service letter template
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