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 .
Sometimes, things occur which are not only vexing, but cause us great difficulty, whether in business transactions or purchasing consumer goods and services. There are just times when we have had poor service from a company and need to express our concerns, get a refund or a replacement. To help move the issue along, and resolve it in good faith, one often must compose a complaint letter. In order to create a good quality letter, one that will get you the response that you need, we’ve compiled a small guide with an example, to get you started.
Complaint letters are the perfect way to work to resolve the issue. It is a document that you can send certified mail, and have a record of it being sent. This letter may also help you in legal matters, if the occasion should arise. When writing a complaint letter, you want it to be taken seriously so you obtain a favorable result. You want it to resolve the issue. Below are a few important considerations to follow when writing your letter.
Be direct and to the point. Include a detailed account of what occurred during the purchase of the item or service. Include dates, places and the names of anyone you spoke with.
After stating the incident, it’s time to state what you wish to have done about it. Do you want a replacement? Do you want your money back?
Keep the tone very professional and positive, and by all means do not compose this letter while you are still angry. Wait until you have a clear head. Anger, sarcasm and threats to sue will most likely put your letter on the back burner.
Depending on the transaction, make sure you make copies of all relevant documents for yourself, and to attach to the letter. These may include receipts, warranties, emails, or any other written document.
Remember, if they can’t get a hold of you, it’s all null and void. So be certain to include all of your most recent contact information.
Again, for your records, you want to send it certified mail. Make sure you get a signed receipt to keep for your records.
555 W. Whipple St.
Alden, CA 55555
March 6, 2018
555 E. Chandler St.
Alden, CA 55555
Re: Purchase of spoiled goods
Dear Mr. Wilson:
This letter is to notify you concerning the purchase of spoiled goods on March 4, 2018.
I was assured the goods would be fresh upon arrival. Instead they were delivered spoiled. I am enclosing a photo as well as the delivery receipt.
I would like you to look into this matter, and either refund my purchase, or send out another supply.
Thank you for your kind attention to the above matter. Please feel free to contact me at any time: 555-5555; [email protected]
Enclosures: Photo and receipt
Every complaint letter will be unique, depending on the type of transaction involved. But if you remember to include every name, date, detail, and back it up with the necessary documents, then your complaint letter has a better chance of leading to a resolution. Remember to keep the tone professional, non-threatening, and to the point. Send your letter certified so you receive a return signature, this you keep in your records as proof you sent the letter. A well written, and thoughtfully composed complaint letter is a good first step to get any issues resolved in a professional manner.
Use this letter template to complain to a trader about faulty goods. It should help the trader understand your point of view and their legal obligation to sort out the.
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[These are Sample Complaint Letter format for Product Quality. This Complaint Letter is written By Customer to a company for the bad quality product which damages you or your business with side effects or bad reactions. You can modify these sample as your requirement.]
Authority name…(or Job designation)
Sub: Letter of Complaint for Bad Product
With due respect I have to inform you that I have suffered a harsh skin reaction by the make–up product (product type) known as the foundation, I had bought from your (Market Branch, address). The reaction was severe enough to leave marks on my face despite the fact that I do not have a sensitive skin. (Write your actual problem and situation).
All this has been caused by your (Producer/Company) I applied a few days ago on my face. More importantly, I have been using that (Producer/Company) regularly being your regular customer and when I checked the date of that foundation, it turned out to be expired. This behavior of negligence from your side is truly unexpected for me.
I thereby request you to improve your quality standards and if there is some negligence or fraud going on from the side of the staff then please have a proper check on your staff, otherwise, you might face a case filed against you in court, which you will not want in order to save your reputation or some other action might be faced by you. Kindly, take a proper notice of this matter so that the customers don’t suffer in the future.
Contact no. and signature…
This is to inform you that I have ordered some of your beauty products (Product type) from your website (market address), but they are very low in quality and my skin burn when I use it. (Write your actual problem and situation).
So please improve the quality of products, it would be great for all of your customers as well. Thanks but I have gone through a very bad experience with your products.
Contact no. and signature…
Sample complaint letter concerning the purchase of retail goods and of the product, with serial or model number or service performed) at.
It is good to understand the definition of a complaint letter before you proceed to writing. A complaint letter is a letter written by a customer to an organisation complaining about a certain product or service. A complaint letter is written to a company or any agency to state a complaint on a faulty device you purchased from the company or for poor services you received from the said agency.
It can be a customer complaint letter or a business complaint letter. Here I will highlight what a complaint letter is, what it entails, how it should be written and a sample of a complaint letter.
When one encounters a problem of any form be it with a product, device or the services you received can disappointing and frustrating too. The first action to be taken when such happens is to contact the responsible company via a phone call or e-mail. If no action is taken towards your complaint what usually follows is a letter of complaint. Just like any important formal letter, this one is important too as it can help you in case you decide to take any form of legal action towards the company.
When writing the complaint letter: Ensure you address the relevant authority. Always when writing a letter of complaint channel your complaint to the customer care department. This is because the main function of the customer care is to deal with whatever the issues the customers may have.
Ensure you have the correct address of the company before writing your letter. For you to come up with an effective complaint letter, you need to pay attention to some small mistakes common in writing. Below are some of the tips for writing an effective complaint letter:
It is good to understand the writing format for a complaint letter because it enables the recipient to easily understand your problem and address it as you expect.
The first part of the letter is writing your address and the recipient address. You should counter check to ensure that you use the right address for the company lest your letter becomes displaced.
In the title, you should address what the complaint is all about. Once the recipient reads the title, they will easily know where your issue falls, and it would be easy in coming up with a solution.
In this letter, you need to go straight to the point. Go ahead and explain your complaint giving all the relevant information about the product then state what you expect them to do for you to be satisfied.
In the concluding paragraph, you should `give them a time span for them to solve your problem. Try and be polite at this part so that they can see the essence of serving you as one of their customers. You can go ahead and thank them in advance.
In cases where you need to write a complaint letter and you not sure how to write you can always check complaint letter samples to get hints of what complaint letters are all about. Reading examples have some benefits to the reader they include;
There are so many reasons to go through example those are just but a few. Below is an example complaint letter template that can be of use to those who may need to write one in the future.
Po Box 43-30100, Goa
6th February 2017
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Customer Care Director
Dear Brian Easy,
On the 5th of January 2017, I bought a shoe rack with serial number 30267981. I purchased the product online on 5th January 2017 and paid for it online too. Unfortunately, the said product is not exactly what I had chosen. Instead, a shoe rack similar to that was delivered to me.
To solve his issue, I would like a replacement to be made. I have attached copies of the receipt, serial number, warrant of the shoe rack and the email conversation I had with one of your salespersons concerning the purchase as mentioned above.
I look forward to hearing from you and a solution to my problem. I will wait for a week before seeking help from a third-party. Please contact me via e-mail at [email protected]
With the above guide you are sure to write a good complaint letter that will be understood by your recipient and they are going to solve your problem easily.
Read our guide to writing a letter to request damaged goods be replaced or repaired (Free Sample Complaint Letter for Faulty Product - Free Example.