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Sample Complaint Letter

A complaint letter is written to voice one’s problem and have it fixed at the earliest. Complaint letter is a better and more formal means of communication as compared to verbal means. The complainant pens down his/her problem, asks concerned authorities to intervene and sort out the grievance and also suggests remedies if possible. Such letter should be concise, brief and written in a polite yet stern tone to convey one’s situation favorably.

  • Start by mentioning mention work agreement between both parties and specify duration of association.
  • Mention since when problems have begun in business.
  • Briefly explain losses suffered and inconvenience caused due to non-fulfillment of work.
  • Mention penalty the other party has to bear for non-fulfillment of commitment.
  • End by requesting concerned authority to do the needful.

Sample Complaint Letter Template

Use our free Sample Complaint Letter to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.

 

From
__________ (your name)
__________ (your address)
__________

To
__________ (name of recipient)
__________ (recipient’s address)

Date __________ (date of writing letter)

Dear Mr/ Mrs/__________ (recipient’s name)

We have been doing business….(mention the work agreement between both parties) for the past …(mention term of business association ). We had no complaints whatsoever till …(mention since when the problem between both parties has begun).

…(briefly explain losses suffered and inconvenience caused due to non-fulfillment of work by other party)

Our agreement clearly states that any loss we incur due to non-fulfillment of commitment from your end will result in …(mention penalty the other party has to bear for non-fulfillment of commitment)

Hence I request you to personally look into this matter and do the needful.

Thanking You

 

_________ (your name)

 

Download Template (Doc and PDF)

Word Filepdf

Sample Complaint Letter Sample, Email and Example/Format

Sample

Mark Robinson
Managing Director
Sigma Beverages
CA

To

Ian Smith
Managing Director
Plug-Cork Pvt Ltd
Downtown Street
CA

12September2013

Dear Mr. Smith,

 

Your company has been supplying corks for bottling wine in our distillery for the past two years. We had no complaints either with the quality or timing of supply till the last quarter.

Ever since your company has appointed a new dispatch officer, the timing for delivery has not been met as stipulated. Since bottling can not be delayed once the distillation process in underway, our company will incur heavy losses if the corking is not done on time due to non-availability of stock.

Our business agreement clearly states that you have to keep a stock catering to one month’s work in our warehouse at all times which is not being fulfilled. Any loss incurred due to non-fulfillment of commitment from your end will cause termination of contract and invite demurrage charge in full.

Hence I request you to personally look into this matter and avert any future losses.

Thanking You,

 

 

Edward

 

Email Format

Dear Ms/Mr. ____________

This is with regard to the order no 123 placed by the under signed   for the company   xyz   for the supply of materials on or before   mentioned date.

We bring to your notice that there has been delay in supply of the materials and no   communication was made by your side in explanations for   the reason   of delay.  We view this as a serious   contemptuous   act and   disrespect   towards our organization.  This lack of interest shown by your company to deliver materials on time has forced us to rethink the clauses in the deal and put more stringent conditions.

We expect you to take note of this fact and contact us at the earliest.

Kindly refer to the said note and this letter in all the future communications in this regard.

Yours

Name
Address

 

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