A grievance letter is usually written by a customer to a company when he or she is not completely happy with their products or services. However, the purpose of such a letter is not to criticise the company or show it down but to provide constructive feedback which can help them to better themselves. You should also keep in mind that a grievance letter should not be all negative and should also focus on some of the positive parts of the experience that the customer has had during the interaction with the company.
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Grievance Letter Writing Tips:
- You should write the letter as soon as you have had the negative experience with the product or service.
- You should refrain from getting personal with any of the employees of the company as your grievance is with a product/service and not any person
- You should attach the invoice to the letter and include the details of the product or service in the letter
- Always mention in the letter if the product is within warranty period and enclose a copy of the documents to prove your point.
- Check the letter for spelling and grammatical errors
Grievance Letter Template
Date: _______ (Date on which letter is written)
Subject: Grievance letter
Dear _______(Sir or Madam),
I regret to inform you that the ___________ (What is the name of the product) that I bought from your authorised showroom is malfunctioning within one month of purchase. I have bought several products of ____________ (What is the name of the company) and have never experienced any problems.
Again I have had very good experience with the customer service provided by your company, which is why I am extremely surprised that several phone calls to your toll free number have provided no results.
The ___________ (What is the name of the product) is still under warranty and I will be happy if you can replace it if it cannot be repaired.
I will be looking forward to your prompt response.
Name and signature
Grievance Letter Sample, Email and Example/Format
Date:________ (Date on which the letter is written)
Subject: Grievance letter regarding faulty washing machine
I bought a semi automatic washing machine of XYZ company from your esteemed company’s authorised showroom and it was working fine when checked before purchasing. However, when I tried to use it at home it failed to start.
I have used several home appliances made by your company and have had a good experience with all of them. Hence I was quite surprised when faced with this unfortunate situation. At the same time the XYZ company is well known for its excellent customer service, but several phone calls to your toll free number have achieved no results.
I look forward to prompt action regarding my grievance.
Name and signature
“Right to expression” is every human’s right. Anyone can express her/his pleasure or displeasure about any service or product s/he may have used or bought. The expression of displeasure is a “grievance”. A grievance may be either expressed verbally or through a mail or even through a letter. It is imperative that every customer or user gives her/his feedback to the company whose product or service they are using. This enables the company to work on its weak areas and further strengthen its strong side.
______________ (Name of person)
______________ (Name of organization)
________________ (Name and address of sender)
Subject: Dissatisfied with after sale service
Dear Sir or Madam
I had purchased a 32” LCD television from ____________ (name and address of outlet) vide Invoice number ________ dated __________. I was promised that the installation of my television set would be done within 2 working days. I am afraid that with 5 days gone by and my repeated telephone calls at the toll free customer service number, my set still remains uninstalled.
When any customer picks up a product of your company, s/he swears by the after sale service. Even I have other products of your company installed in my house and have never faced a similar problem. I am surprised how I am caught up in such a situation this time around.
I have great expectations from your company and would appreciate if my grievance were handled on priority.
I look forward to a speedy action on my request.
(Name of sender)
Grievance Letter Generator
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