A complaint letter is written in order to bring to the notice of the responsible authorities the problem that is faced by the writer of the letter. A general complaint letter mentions the problem such as unfinished or defective work, delay in the project etc and it’s important details so that the receiver is properly made aware of the situation and can make an informed decision to solve the problem. What is important to be remembered that the writer might experience certain discomforts due to his problem and could wish t vent his anger out in that letter. While it is acceptable to write an angry complaint letter the writer must not employ rude language in his letter.
A complaint letter can be written by or to a contractor will also follow the same tips and format as a regular complaint letter. The letter should be accurately addressed to the proper authorities and should contain all the important details of the complaint. It should be addressed to the appropriate authorities who have the power to solve the problem.
Table of Contents
Tips For Writing Contractor’s Complaint Letter
- A contractor’s complaint letter is written in the professional capacity.
- It is tempting to compose a letter at the peak of your anger, but it is advisable that the writer should wait to cool his anger off.
- Even though writing a complaint letter the writer needs to be polite and courteous.
- The letter must contain appropriate language and should not be offensive in any manner.
Contractor’s Complaint Letter Template
Use our free Contractor’s Complaint Letter to help you get started.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Complaint Letter
Dear _____(Sir or Madam),
I am writing this letter on behalf of ____(name of the company) to inform you of the difficulties that we are facing in our current project outsourced to your firm. The ____(mention the project) has already exceeded its allotted time limit of ____(mention the number of days). It has also come to my notice that this situation has occurred because of an oversight in your planning of the project.
My complaint stems from the fact that the budget of the project is being over drained because of this extension in the deadline. Kindly take a look into this matter and ensure a probable solution so as that we can continue experiencing the cordial working atmosphere.
Thanking you,
Yours sincerely,
Name and Signature
Sample Letter
From,
Lewis L. Morning
4061 Rafe Lane
Noxapater, MS 39346
12th May 2010
To,
Caleb Haszler
1102 Frosty Lane
East Syracuse, NY 13057
Dear Mr Haszler,
I am writing this letter to inform you about the issue that came up yesterday during the discussion about the mode of payment for our project. My senior has asked me to inform you that we can move further with the project only after receiving the rest of the payment. Also, earlier your company had transferred the money using our account with the Commerce Bank. We have moved our business to the Standard Chartered Bank and will be providing your finance department with all the information.
Kindly look into this and promptly respond to this letter to enable us to continue work on the project.
Thanking you,
Yours sincerely,
Lewis L. Morning
Email Format
The following is the Email Format that should be followed while writing a Contractor’s Complaint Letter.
To: name@email.com
From: name@email.com
SUBJECT: Complaint Letter
Dear ___(name of the receiver)
I am writing this letter to inform you about the issue that came up yesterday during the discussion about _____(mention the issue) for our project. My senior has asked me to inform you that we can move further with the project only ______(mention the condition). Also, earlier your company had transferred the money using our account with the _____(mention the bank). We have moved our business to the _____(mention the bank)and will be providing your finance department with all the information.
Kindly look into this and promptly respond to this letter to enable us to continue work on the project.
Thanking you,
Yours sincerely,
Name of the sender