How to Write a Complaint Letter With Sample and Step Wise Guide
Importance of Writing a Complaint Letter
Any individual has the precise right to know whether the individual will take delivery of before one pays for a manufactured product, merchandise or service, Individual must get hold of what he/she paid for. One must criticize when he/she is not pleased with the ordered service or product, and get he/she can get his/her cash back when he/she has a lawful complaint. There are no supernatural traditions to get in movement on a complaint, but no outcome will be achieved unless the consumer complaints to the authority and insists on taking an action.
Complaint letter is one of the means by which consumers can complain. If one doesn’t let any business oriented individual or vendors’ get familiar with the faults and that the individual is not satisfied with their supplies or services then nobody has any possibility of resolving the difficulty .In such cases complaint letters can be inscribed to authorities.
What is a Formal Complaint letter?
Complaint letter are inscribed to complain regarding any issues to the respective person and hope to put an end to the problem with a reasonable solution. Complaint letters feature a certain kind of format just like all other letters. Each complaint letter may have a different style of format but all kinds basically describe any individuals’ problem and may also include a conclusion out of the problem solved as the individual prefers.
Things to Consider Before You Start Writing Complaint letter
Portray your problem, explain how it influences one and one can also suggest a suitable outcome he/she wishes for or desires. Complaint letter consist of dates, for example: when an individual acquired particular merchandise or services and for instance when the certain problem an individual is facing occurred.
One must recognize what act he/she has previously taken to solve the difficulty he/she is facing and what the other party has to offer regarding solving the problem and if the problem cannot be solved.
To fasten the process and receive an outcome in a reasonable time one must include details he/she can provide like a relevant document such as copies of an invoice or a receipt.
[ Related: Body of a business letter ]
Sample Format for a Complaint Letter
Subsequent is a format for a complaint letter. Any individual can make use of this guideline to help one inscribe a complaint letter though one possibly can desire to differ it to fit his/her particular issues.
|<Individuals name><Individuals address><Email>|
<Contact number>Dear <to whom it may concern>With reference to: criticism concerning <Include name of manufactured goods/merchandise or service> purchased at <include company’s name> on <include date>One should mention his/her difficulty with merchandise or services purchased from the company at a site and date and that the individual is concerned regarding the problem and wish that the problem must be resolved as soon as possible.Give all the important details of the difficulty or the problem one is facing together with when the individual exposed the issue in brief detail and any additional decisions individuals have already used to get the issue solved, for example a phone call or a trip to the company. Mention if the individual conversed with regarding the problem and if any consequences came into view of his/her efforts.
Mention that individual has copies of significant documents that are relevant, like a proof of payment of bank declaration for proof of acquisition.
Individual must mention his/her suggestion or his/her judgment to look into and considered by To Whom It May Concern.
Individual must also mention the time within he/she is expecting reply from the respective company or business <include date or period of time like for instance 20 days>
Individual must state what action he/she might intend to take in case the company/business fails to deliver their concern regarding the problem or to fix it as soon as possible.
Next steps individual might take are to complain to a higher authority for example a customer fortification agency.
Individual must also mention when and how they will be available to be contacted. List including office hours can we very helpful for the company to get back to the individual in time.
Examples of Complaint Letters
Subsequent are the examples of complaint letters. The format may vary in different situations but the difference will only be additional information.
|Name: Hannah Cyrus|
678 Chornagi StreetEmail: Hannahcyrus@miley.com
Contact number: 0300-asdfghj
Date: 30-Jan-15Dear Sir,On the subject of: criticism about television cabinet purchased at planet cabinet on 15-Jan-15I am disappointed with the class of a cabinet I purchased earlier this month at 8th Street on 15-Jan-15 and I am inscribing to inquire about a substitute/replacement for other better quality cabinets at your store.The cabinet I purchased earlier seems like an old piece set at the display. Me and my family members were very disappointed with the quality of the cabinet. The doors of the cabinet do not unlock and close as it should be and the color at the back of the cabinet is not smooth which I failed to notice when I was purchasing it from your store, with one partially lighter than the additional. It seems like the cabinet was already used and was repaired when I bought it. The material used to repair the cabinet seems to be cheap but it looks fine from the outside which obviously lead me in making such a mistake. The cabinet I bought has delivered to my place on 28 January and I become aware of the problem after a day as I unloaded it from the package.The cabinet is not up to standard superiority and quality and also does not carry out the same details of the model cabinet I was made known of in the store that I failed to judge earlier or maybe was problem from the other side. I would hereby request the store to replace it with one of the same quality and finish as the sample and arrange for return of the replace the defective cabinet as soon as possible without any additional cost.
For the proof of purchase I made, I have also sent in an attached photocopy of my invoice.
I would reminiscent to have this issue I am facing fixed rapidly as possible. If I will not receive any feedback on my complaint letter from the store within 10 days of tome, I will send in an official complaint with customer affairs in my position.
The store can leave an email as a response to my complain letter on my email address mentioned at the beginning of the letter and can also contact me on my personal contact number throughout working hours to converse regarding this issue further. My contact number is 0300-asdfghj,