A Customer Complaint Letter is a letter written by an irate customer to the concerned authorities for the sale of a defective piece to him/her or an act of gross negligence and delivery of a wrong item despite making payment for the item intended. The customer uses this letter to express shock at the negligence by the staff in a store of high repute and asks for the concerned authority to investigate and deliver the correct item.
Give them details of your visit, specifications of the faulty product and the staff who attended you while shopping. If the wrong item is delivered, ask them to rectify the mistake immediately. In case the product was faulty, give details about it and ask for a quick replacement. Give them overall feedback and ask them to improve their service quality. Keep it concise and avoid the use of harsh language.
Customer Complaint Letter Writing Tips:
- Start by mentioning the date of visit, the item intended for purchase and name of staff who attended to you.
- Specify item selected and mention if payment was made.
- Specify whether item delivered was wrong or defective.
- Mention that you are enclosing a copy of the payment receipt and end by asking the concerned authority to investigate, and deliver the correct item.
Customer Complaint Letter Template
Use our free Customer Complaint Letter to help you get started.
From
__________ (your name)
__________
__________
__________ (your address)
To
__________ (name of recipient)
__________ (designation)
__________ (name of organization)
__________ (address)
__________
__________
__________ (date of writing letter)
Dear Sir,
I had visited your showroom on ….(mention date of visit) for purchasing ….(mention item intended for purchase). We were attended by …(mention name of salesperson) . We settled for …(name the item) and made payment for the same.
We were shocked to find ….(mention if item was defective /wrong ) delivered to us due to gross negligence by your staff.
I request you to look into this matter and deliver the correct item to my residence at the address mentioned above at the earliest. I am enclosing a copy of the receipt of our payment.
Thanking You.
Yours Sincerely,
Name & Signature
Sample Letter
From,
Mike Mathew
346, Camac Street
Texas.
15th April 2013
To,
Jonathan Jones
Branch Manager
Wilson Collections
Downtown Mall
Texas
Subject: Wrong delivery of purchased item
Dear Sir,
I had visited your showroom yesterday; 11 September 2013 with my wife for purchasing a Ladies Golf-Set. We were attended by the staff member James who showed us many sets with patience and enthusiasm. We settled for a Wilman-set and made a payment of $920 through credit-card.
She wanted to play with this new set as her anniversary gift today since it happens to be our anniversary. But, we were shocked to find that a wrong set was delivered to us due to gross negligence by your billing/delivery-team.
I request you to look into this matter and deliver the correct set to my residence at the address mentioned above at the earliest. I am enclosing a copy of the receipt of our payment.
Thanking You.
Yours Sincerely
Mike
Email Format
Below given is an email format of a Customer Complaint Letter.
From: name@email.com
To: name@email.com
Subject: Delivery of Wrong Item
Dear Sir,
I had visited your showroom yesterday; 11 September 2013 with my wife for purchasing a Ladies Golf-Set. We were attended by your staff member Nick who showed us the stock with complete patience. We decided to purchase the Wilman set and paid the required amount via credit card.
The set purchased was actually a gift to my wife on our anniversary today and I had requested Nick to get the set delivered today. I was disappointed to see the wrong set delivered to me because it was a surprise gift to my wife which got spoilt.
I request you to look into this matter and deliver the right set to my residence at the address mentioned above at the earliest. I am enclosing a copy of the receipt of our payment.
Thanking You.
Yours Sincerely
Mike Markson
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