A Business Complaint letter is a letter written by an individual (i.e a customer) or business to business customers. This letter mainly depicts the complaint stated by the customer or a client about the bad product or poor service offered by the retailer or the company. Through this letter, the customer or client can explain his/her problems to the retailer or the company. As the letter is a complaint letter, the tone of the writer need not be too aggressive. He/she should explain the problem clearly in a formal way so that the reader may find it appealing and can co-operate with you for the solution.
If it is a letter to the retailer, the details of the product and the date of purchase and warranty of the products should be mentioned without fail. If it is a business to the business letter, it should be very formal as you have some stature in the business field. In the case of business to the business letter, the complaint is generally about services offered by the other company. At the end mention that an early action is required and an acknowledgment should be asked for the sent letter.
Table of Contents
Tips to follow while writing business complaint letter:
- Introduce yourself if it is a letter to a retailer.
- Mention the full details of the product bought from the store or company.
- Clearly explain what are the problems you are facing with the product.
- Ask the related staff to look into your problem as soon as possible.
- Mention to them you would go to consumer court within a particular period of time if the letter goes unnoticed.
- If it is a business to business letter explain how unhappy you are with the services offered.
- Ask them to offer better services immediately or otherwise tell them you would take serious action.
Template
Use our free Business Complaint Letter to help you get started
From,
__________ (your name)
__________ (your designation)
__________
________ (your address)
Date _________ (date on which the letter is written)
To,
__________ (name of recipient)
__________ (designation)
__________ (name of the organization)
__________ (address of the organization)
Subject: Business Complaint letter
Dear __________ (sir/madam),
My name is __________ (mention your name), I bought __________(mention the name of the product) product from your organization on __________ (mention the date when you bought the product). The main reason to write this letter is that I am facing a problem with the product. The problem is ____________________(mention the problem clearly). I am very disappointed with the product performance.
Hence, I am writing this letter to get your attention to rectify my problem. As the product has warranty I think there is no need for me to pay the expenses for the product repair. It is better if you send the concerned staff as soon as possible to the above address to repair the product or to take the product for repair. Hope there will be a quick action on this report; otherwise, I will go to the consumer court. If you have any doubts regarding this, contact me at the above address or call me at __________(give your mobile number).
Thanking You,
(Name and Signature)
Sample Letter
From,
Kumar,
Flat no:425, Madhu Residency,
Geetha Singh Street,
Labbipet,
Hyderabad.
Date: 14/4/2016
To,
Mahesh,
The Manager,
Sono Vision,
Bal Nagar,
Hyderabad.
Dear Mahesh,
I am Kumar working as a assistant software engineer at TCS. I recently bought a 1001 liters door in door LG refrigerator from your store on 2/32016. The details of the product are: model GR-D35FBGHL, price 334990, multi digital sensor and french door. The reason for writing this letter is that the refrigerator is taking too much time to cool the water. As mentioned in the manual it should take 3o minutes to cool the ingredients in the refrigerator but compared to that the time taken is nearly three times more. I am very unhappy with the product. I expected this situation.
Hence, I am writing this letter as this is the summer season and a refrigerator is a compulsory thing in the house. So I recommend you send the concerned staff to the above address to rectify the problem. As I have warranty on the product I think there is no need for me to bare the expenses. It is better if you send the person within this week. If you have any queries regarding this matter meet me at the above address or call me at 8523697412. Hope you would rectify the issue in this week otherwise I would try to take a legal action against your store.
Thanking You,
Kumar.
Email Format
The following is the Email Format that should be followed while writing a Business Complaint Letter.
To: name@email.com
From: name@email.com
SUBJECT: Business Complaint Letter.
Dear Mr./Ms/Mrs.______(Name of the recipient),
My name is __________ (mention your name), I bought __________(mention the name of the product) product from your organization on __________ (mention the date when you bought the product). The main reason to write this letter is that I am facing a problem with the product. The problem is ____________________(mention the problem clearly). I am very disappointed with the product performance.
Hence, I am writing this letter to get your attention to rectify my problem. As the product has warranty I think there is no need for me to pay the expenses for the product repair. It is better if you send the concerned staff as soon as possible to the above address to repair the product or to take the product for repair. Hope there will be a quick action on this report; otherwise, I will go to the consumer court. If you have any doubts regarding this, contact me at the above address or call me at __________(give your mobile number).
With Regards
(Name of the Sender).