Complaint Letter to Service Provider: If you’re here then you might have experienced a bad customer experience or you have some issues with the services or product you’ve purchased. Writing a complaint letter to a service provider can solve your problem if you know how to write a correct complaint letter. Writing a complaint letter to a service provider could yield great results, so why not check out the complaint letter samples & examples shared here to know the correct way of writing such letters.
You might be writing a complaint letter due to the following reasons;
- receive a damaged or bad product,
- poor hotel & restaurant services
- poor salon services
- improper management etc.
Poor services or improper behavior are the prime reasons for writing a complaint letter to a service provider. As a victim of the terrible customer experience, you might be having a lot of anger & frustration to vent out. Instead of that, use that energy in writing an impactful complaint letter in order to sort the things out.
You are not the first one to complain about the services. The services providers are loaded with a different type of complaint letters and email on a daily basis. That’s why they become used to handle such situations. Here you need to be extra smart in order to turn things into your favor.
Read the information below to know the tips & tricks of writing an impactful complaint letter. Also, check out the samples & examples to see the correct format & layout of writing such letters.
Tips to write Letter of Complaint to Service Provider
Follow the tips to write an impactful complaint letter.
- Understand the Problem first: You need to first fully aware of the issues or problems you have faced. Describe the item or service you bought and the problem. Include serial or model numbers, and the name and location of the seller.
- State the solution you expect: Clearly, state what you want to be done. Also, mention how long you’re willing to wait for a response. Be reasonable and professional here.
- Use Correct words: Stay away from using angry and sarcastic tone. You’re complaining about the poor services, so there is no need to be angry. You might be having a lot of anger, but resist that while writing. You want to solve your problem, so use a gentleman approach here.
- Provide purchase receipt, warranty card, etc to make your complaint letter more impactful. Mention the things that were promised and delivered.
- Provide your contact information so that a service provider could communicate with you in order to resolve the issues.
- You can send the letter by post or copy the text into an email. If you’d prefer to talk to the trader on the phone or in-person you could read it out to them.
You approach should be professional only. Check out the complaint letter to service provider samples below to see the content that is appropriate for a complaint letter for poor services.
Complaint Letter to Service Provider Sample & Examples
Sample 1
Dear Sir or Madam,
I’ve purchased the {mention product or service} on {mention date} from your company {company’s name} at a cost of {mention cost}. You agreed to provide the services in my home and assured that the work will be completed by {mention date}.
Firstly, the work didn’t complete in the promised time duration. Secondly, I have had the following problems:
1) {mention problem}
2) {mention problem}
According to the Consumer Rights Act 2015, I am entitled to have this work done with reasonable care and skill.
I would like you to resolve these issues within a week. If not, then refund my money back.
Please respond to my complaint and complete the work in the week. If you fail to respond/remedy in this time, Or else, I would have no option but to take legal actions.
Yours faithfully
{Your Name}
Complaint Letter to Service Provider Template in PDF
Conclusion
There is a certain way of writing a complaint letter. It’s recommended to go through the samples & examples of complaint letter to the service provider before writing one. You can also download a free template from here and then make changes in it to save your time in writing a fresh letter.
Keep checking this site for more useful letters & templates.
