A complaint letter is written to address any wrongdoing, offence, poor service, etc and seek a productive outcome. A complaint letter for poor customer service is not something new. We all have experienced terrible customer support at some point of time. Writing a complaint letter is the most mature way to deal with this situation. The purpose of complaint letter is to raise concerns about unfair doings. If you are a victim of poor customer service then you should write a complaint letter to the concerned authority to raise your concerns.
Reasons for Writing Complaint Letters
- incomplete or damaged order,
- delays in receiving order,
- there may be mistake in bills,
- order tracking is not working,
- you might have receive an order to wrong or poor quality
Take a chance to write a business complaint letter to a seller or service provider. Here we have shared sample letters and templates which you can use in order to save your time.
Guidelines
The job of customer service is to provide solutions. If you are being treated badly or you have received poor customer services, then you have all the rights to write a formal complaint letter. Here are a few guidelines which you should read before writing a letter of complaint.
- First, you need to be sure what you are complaining about. Gather all the important information related to the complaint.
- Make sure to add some supporting factors as well to increase the credibility of your complaint letter. You could mention about things which happened, verbal exchanges, or even document, if applicable.
- Mention the outcome that you are expecting in relation to the complaint that you have made.
- Make sure to be formal and ed a letter in a genial tone.
Sample Letter
[Senders Name]
[Address line]
[State, ZIP Code]
[Letter Date]
[Recipients Name]
[Address line]
[State, ZIP Code]
[Subject: Mention the intentions of the letter]
Dear [Recipients Name],
I am writing this letter for formally file a complaint about the customer service that I have received in your hotel last July 3, 2018.
{Mention the things that have happened, state the reasons for writing this complaint letter}
I have included some document which will support the claim that I am making. This is not my first time here in the hotel. I have been here multiple times, never faced any issues. But this time, the customer service was terrible. This is why I’ve decided to formally complaint about it.
I am hoping that matter will be settled soon. Waiting for a good response from your side.
I look forward to hearing from you regarding this matter soon.
Sincerely,
[Senders Name]
Sample Letter
Jason Mary
555 Vine Street
Los Angeles, CA 88888
June 3, 2018
Mike Wilson
General Manager
MANC Manufacturing
888 E. Vine St.
Los Angeles, CA 88888
Re: Purchase of spoiled goods
Dear Mr. Wilson,
I am writing this letter to notify you about the spoiled goods which I have received on June 2, 2018.
I was assured that the goods would be fresh upon delivery, but they were completely spoiled. Immediately, I called up the customer support, but they didn’t give any solution.
This is the reason why I am writing this complaint letter. I have enclosed a purchase and delivery receipt here along with a photo of spoiled goods.
Please look into this matter at the earliest. Either replace the goods or refund my money.
Thank you for your kind attention to the above matter. Please feel free to contact me at any time at {phone number} and {email address}
Sincerely
Jason Mary
Conclusion
The purpose of writing a complaint letter is to raise your voice against wrong doing and get a solution in return. Every complaint letter is unique depending on the things that a user have faced. This is why it’s advised to use a template from here and make changes in it as per your situation. Make to keep the writing tone formal and professional throughout the letter. A well-written complaint letter can get issues resolved in a professional manner.
