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.
Below are few letter writing tips along with sample of complaint letter for poor service, or bad product.
Table of Contents
Sample Complaint Letter Writing Tips:
- 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
__________ (your name)
__________ (your address)
__________ (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.
_________ (your name)
Sample Complaint Letter Sample, Email and Example/Format
Plug-Cork Pvt Ltd
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.
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.
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