A complaint letter is written to express one’s displeasure or discomfiture with poor quality work, delay in the project, pending work and to aim to receive a satisfactory remedy for the problem. Writing a complaint letter is as undesirable as receiving it is. Both the sender and the receiver have to confront the problem and tackle it to arrive at a reasonable solution.
A Builder’s Complaint Letter is a format which can be used to write letters to the builder and can be used by the builder to complain about things. Like any other complaint letter, a builder’s complaint letter needs to be written in the professional capacity and should maintain its formal tone. The letter is written to bring forward the problem faced by the writer and to make the authorities realise the gravity of the discomfort it is causing, but not to be rude or unpleasant to the receiver. There should always be room for understanding, and the letter should only be used to solve its purpose.
Tips For Writing A Builder’s Complaint Letter
- A letter is a tool for reaching out to the proper authorities and to make them aware of the problem, and it should be used this way.
- The letter should contain all the important details regarding the issue so as to avoid any confusion.
- The writer should not get carried away in the heat of the moment and think before composing the letter to make sure it is not offensive to the receiver.
- It is always important to maintain cordial professional relations. No matter how huge the problem is the letter should always end on a hopeful note of continuing business relations.
Builder’s Complaint Letter Template
Use our free Builder’s Complaint Letter to help you get started.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Complaint Letter
Dear Sir/ Madam,
I am writing on behalf of ____(name of the company) that signed a contract with you for the building of _____(mention the task) to bring to your notice the problems that have cropped up in the past few days at the building site. The inspection department sent us a notice on _____(mention a date) notifying us of a pending inspection of the site to take place on the next ____(mention a day). However, it has come to our notice that ____________(mention the problem).
According to the guidelines of the builder’s manual, it is important to ________(mention the rule). The inspection department can pose serious objections to the use of _____(mention the situation). Kindly take a look at the current problem so as to continue smooth working of the project in the future.
Thanking You,
Yours truly,
Name and Signature.
Sample Letter
From,
Mike Kragan,
VP Operations,
Markham Biotechnics,
Brooklyn NY
Date: February 12, 2001
To,
Max Greavey
4826 Lexington
3rd Avenue Manhattan, NY
Subject: Complaint Letter
Dear Mr Greavey,
I am compelled to write to you as it has become impossible for my team and me to continue work at the site designated by your company Greavey Enterprises, to build a retirement home for old navy seals. Every morning as my team sets out to work we are faced by an angry mob which tells us to stop the construction work. And the mob is stoked by the leader of the opposition party. When we were hired to serve this contract, we were kept in the dark about the dispute over the piece of land that we are building the retirement home on.
We are already ten days behind from our original start date. If this mob show continues, I’m afraid we shall have to stop the work and terminate the contract. Kindly take a look into the matter and come up with a viable solution.
Thanking You,
Yours sincerely,
Mike Kragan
Email Format
The following is the Email Format that should be followed while writing a Builder’s Complaint Letter.
To: name@email.com
From: name@email.com
SUBJECT: complaint letter
Dear ______(name of the receiver),
I am compelled to write to you as it has become impossible for my team and me to continue work at the site designated by your company ____(name of the company)to build a ______(mention the project)for ______(mention the target consumer). Every morning as my team sets out to work we are faced by an angry mob which tells us to stop the construction work. And the mob is stoked by the leader of the opposition party. When we were hired to serve this contract, we were kept in the dark about the dispute over _____(mention the dispute) that we are building the ____(name of the project)on.
We are already ____(number of days) days behind from our original start date. If this mob show continues, I’m afraid we shall have to stop the work and terminate the contract. Kindly take a look into the matter and come up with a viable solution.
Thanking You,
Sincerely,
(Name of the sender)