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Writing letter of complaint to company

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Writing letter of complaint to company
September 11, 2018 1st Anniversary Wishes 5 comments

When you are trying to resolve a complaint against a company, the first step should always be to discuss your concerns with a representative of the business.

Always try to resolve a problem with a business before seeking help from a consumer protection agency. You can do this by speaking directly with the salesperson or manager or if this fails, by writing a complaint letter.

When writing a complaint letter you should:

  • describe your problem and the outcome you want
  • include key dates, such as when you purchased the goods or services and when the problem occurred
  • identify what action you’ve already taken to fix the problem and what you will do if you and the seller cannot resolve the problem
  • ask for a response within a reasonable time
  • attach a copy of any supporting relevant documentation such as a receipt or invoice.

Use this tool to develop a complaint letter that you can print or email to the business. You can vary it to fit your particular problem.

Write a complaint letter

Below is an example of a complaint letter:

Dear Manager

RE: COMPLAINT ABOUT FAULTY TELEVISION CABINET PURCHASED AT CABINET WORLD ON 15 DECEMBER 2016

I am unhappy with the quality of a television cabinet I bought at 5 Street on 15 December and I am writing to seek a replacement.

The cabinet doors do not open and shut properly and the stain on the cabinet is uneven, with one half darker than the other. The cabinet was delivered on 30 December and I noticed this problem as soon as I unpacked it from the box.

The cabinet is not of acceptable quality and does not match the sample cabinet I was shown in store. I would like you to replace it with one of the same quality and finish as the sample and arrange for return of the faulty cabinet at no cost.

I have attached a photocopy of my receipt as proof of purchase.

I would like to have this problem fixed quickly please. If I do not hear from you within 10 days, I will lodge a formal complaint with Consumer Affairs in my state.

You can contact me on 1234 5678 during working hours or after hours on 123 456 789 to discuss this matter further.

Yours sincerely,

Jane Brown

Enclosed: Copy of the receipt for television cabinet

Receipts
Repair, replace, refund

If talking with the sales person or company representative does not resolve the problem, you will need to write a letter to the company to resolve your complaint.

Complaint Letter Template

writing letter of complaint to company

Sample Complaint Letter to Send to a Business

REPORTING YOUR COMPLAINT TO A BUSINESS

When you are trying to resolve a complaint against a company, the first step should always be to discuss your concerns with a representative of the business.  Try to speak with the manager or owner, and follow up by sending a certified letter confirming all the details of your conversation.  Request a return postal receipt so that you will have proof of the letter’s delivery; and keep records of all communications between yourself and the business, including phone calls, letters, faxes or e-mails.

Below you will find an example of a letter you can use to send to the business.  If you are following up on a previous conversation, be sure to restate any assurances that were made to you at that time.


[Your address]
[Your city, state, zip code]

[Today’s date]

[Name of contact person (if available)]
[Title (if available)]
[Company name]
[Consumer Complaint Division (if there is no contact person)]
[Street address]
[City, state, zip code]

Re: [Account number or other reference to your complaint]

Dear [Contact Person]:

This letter is to [notify you {or} follow up on our conversation of {date}] about a problem I am having with the [name of product or service performed] that I [bought, leased, rented or had repaired] at your [name of location] location on [date].

I am dissatisfied with your [service or product] because [describe problem].  I have already attempted to resolve this problem by [describe attempts and actions taken].  I have enclosed copies of my records.  [Include copies of receipts, canceled checks, contracts, and other relevant documents]

Unfortunately, the problem remains unresolved.  I am hereby requesting that you:  [List specific actions you want (such as: refund, exchange or repair the item)]

1)

2)

3)

Please contact me within [number of days] days to confirm that you will honor my request.  I have prepared a complaint for submission to the proper agencies for investigation.  I will not file the complaint if you resolve the problem within this time period I have indicated.

Thank you for your anticipated assistance in resolving my problem.  Please contact me at [telephone number and/or e-mail address] if you have any questions.

Sincerely,

[Your signature]

[Your name]

 

Enclosure(s): [List attached document copies]

cc: [Name(s) of anyone to whom you are sending a copy of this letter]

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

writing letter of complaint to company

Dear Sir/Madam,

I recently purchased a Samsung Galaxy S5 smartphone at Super Stores, Baker Street, London on the 17th July. The guarantee is valid for one year and the reference number on the box said SSF319.

The smartphone was faulty and I am very disappointed in your products. The smartphone keeps displaying the menu screen but does not allow me to access applications or open a new window. The screen remains frozen on the menu screen.

I am asking you to repair the phone at your earliest convenience, preferably within the time frame stated below.

Please find enclosed the guarantee supplied with the phone along with the receipt that the store gave me when purchased. You will find all the necessary reference codes on these documents.

I would like to receive a response within the time frame 27th July - 10 August and I would like the phone to be fully repaired and functioning normally.

I hope that this does not happen again and to other customers. I will continue to be a customer of yours if the issue is amended. I hope that the problem will be fixed and I have utmost confidence that it will.

Yours faithfully,

Susan Wells.

A complaint letter, or letter of complaint, is never easy to write. You normally write Complaint Letter - customer to company re: poor service. Letter of Complaint.

A letter of complaint

writing letter of complaint to company

How To Write Letters Of Complaint

Writing a formal letter of complaint remains an effective way to alert a company to a problem. This page includes guidelines for structuring your complaint, suggestions for style, and example letters.

Preparing to write

Before you begin your draft, gather all the information you will need to include in your complaint. This information may include the time, date, and location that you purchased faulty goods or services, reference or invoice numbers, and records of previous communication with the company. To support your complaint, you may need to enclose copies of documents such as receipts with your letter.

How to structure your letter of complaint

Your letter of complaint should follow the standard composition format for a formal letter. See how to lay out a letter.

Below the recipient’s address, include a subject line to indicate the product or service that you are addressing in your complaint. In the first body paragraph, open with a sentence that immediately draws the reader's attention to the matter, e.g.:

I am writing to complain about the faulty installation of my air conditioner.

 I wish to express my dissatisfaction with my stay at your hotel.

Follow the opening sentence with a summary of the events that prompted your complaint. Be sure to include exact dates and times, and give all the relevant information in a clear and logical sequence.

In the next paragraphs, you should outline what steps you have taken thus far to resolve the matter and describe the consequences of the faulty product or service. Adding specific details, such as additional costs you have incurred to replace a faulty product, will strengthen your complaint. If you have had previous communication with the company, be sure to note it in your letter; include reference numbers where applicable.

In the final body paragraph of your letter, you should state your expectations of how the company should resolve the matter, including specific actions and deadlines, e.g.:

I would appreciate it if you could replace the missing part by next week.

Please let me know as soon as possible what action you propose to take.

I look forward to hearing from you within the next ten days.

Suggestion: Take a calm and focused approach

Keep your complaint focused on the exact incident that prompted your letter. Do not veer into generalized criticism of the company, and avoid personal attacks and abusive language. Even though you may be quite frustrated and angry, maintain a calm, gracious tone in your complaint. Expressing optimism that the matter will be resolved will produce a more persuasive letter than berating the reader for the company's mistakes.

Examples

See a letter of complaint about a disappointing holiday.

See a letter of complaint about unsatisfactory workmanship.

 

Back toLetters and invitations.

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WATCH THE VIDEO ON THEME: Letters of Complaint - IELTS Writing Task 1 General Training Test Webinar

You may also need to write a letter explaining the problems to the company. The following are suggestions on how to write an effective letter of complaint.

writing letter of complaint to company
Written by Mezshura
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