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Sample Complaint Letter

Sample Complaint Letter
65 Market Street
Val Haven, CT 95135

June 30, 2004

Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435

Dear Sir or Madam:

I have recently ordered a new pair of soccer cleats (item #6542 cticfpzx. moncler baby fleece onesie951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156.

To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats.

Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.

Sincerely,

Signature

Ken Thomas


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moncler discount code uk How To Write a Complaint letter about Poor Service, Defective or Inferior Products

When complaining in a letter, summarize the problem briefly, specifically, and clearly. Include all information basic to the problem or resolution such as complete names, addresses, phone numbers, full description of the product or service, dates, places, amounts, methods of payment, previous correspondence, and file numbers. Include enough detail so a previously uninvolved reader can understand what has happened, but do avoid irrelevant detail that will only obscure the real issues.

In the complaint letter, state the facts of your complaint in an organized, easy-to-follow format. A bulleted list is an effective way to give specifics. In most situations, a once-upon-a-time format is not an appropriate arrangement of facts or issues.

Decide what specific action you want and firmly stick with it. Don't sound wishy-washy in what you will accept as restitution.

Be firm about any agreed-upon deadline with regard to any delayed response you have been promised.

Sound factual, not emotional.

In the complaint letter, assume a confident tone about a suitable resolution. Avoid aggressive or sarcastic statements. Assume the reader will give you a fair deal until he or she proves otherwise.

If follow-up letters become necessary to gain the reader's cooperation, become stronger in stating your next course of action while maintaining an objective tone.

Be sure to attach any necessary documentation for your claims such as invoices, receipts, canceled checks, order numbers, authorizations, and so forth.

Here are two sample complaint letters.

Here is a more specific advice on the billing errors complaint letter.

Responding to complaint

by M

My boss has accused me of not preparing for my projects on time but forgets that these projects were one day there and then next day not because of not having enough time to carry out the same.

--------------------------------
Answer:

Hi M,

If I understand you correctly, the project was on a constant go / no go status. When the project was finally approved to start, you did not have enough time to complete the work. So you want me to help you with a letter explaining the situation to your boss.

Having had projects like this before, I sympathize with your situation.

To answer the accusation, it depends on your role in the project.

If your role is the project manager, then I am sorry to say, your boss is right in criticizing you. As a project manager, your job is to manage the project which includes escalating such a situation to your boss as well as doing the necessary preparation (and if necessary, obtain the necessary resources be it time or people) in the event that the project is approved.

If your role is as a member of the project, then you have an argument that the tasks was only given to you at the last minute. In this scenario, I would write the following email and then have a chat with your boss. In the email, do not even bring up the fact that your boss criticize you but highlight the sequence of events and problems faced. Then ask for his/her advice.

I understand the criticality of the project and I am committed in completing the tasks on time. I have a few issues I would like to run by you. The following are the sequence of events for the project.

Sep 12 – Initial meeting to discuss the project.
Sep 13 – Been told by the project manager to hold off any preparation work while management decides on the scope of the project.
Sep 21 – Meeting to discuss the revised scope of the project.
Sep 23 – Been told by the project manager to hold off on the project again.
(etc..)
Nov 10 – I was given the final scope of my tasks (state what the tasks are) and these are to be completed by Nov 25.

As you know, it is possible to complete all the required tasks by the 25th, however, I would need to work on these full time and would not be able to do any of my day to day activities.

Can I meet up with you this afternoon to discuss how we can move forward with these tasks and still not impact our current operations?

Good luck.

Regards,
Dax

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Professional Writing Ser vices Complaint Letters

How to Write a Complaint Letter


Most of us really do not like to write letters of complaint. And why should we? After all, we write these letters because we received poor service, bad products, and/or ill (or unfair) treatment. We have already been harmed in some way, and on top of that, we have to take the time and effort to write a letter to persuade the offender to right the wrong.


If we have to write the letter, then we want it to lead to the desired results. The following suggestions will help you create a complaint letter that is more likely to be read and assist you in getting your problem solved.


Suggestions for Writing an Effective Complaint Letter


Address your letter to the appropriate person.


If possible, get the name and title of the person in the customer service department, consumer affairs department, or corporate office. If it is a small business, address the letter to the owner or manager. Many large retailers and corporations provide forms on their web sites that consumers can use to ask questions or discuss various topics including complaints. In this case, it is not really necessary to address the complaint to a particular person.


Keep your letter as short as possible.


Of course, you must explain the situation and state your grievances. But creating a concise (to the point) letter that is not too wordy or includes information that is not pertinent to the complaint will help you keep the word or page count down. If the letter is too long, it is less likely to be read from beginning to end. What is a suitable page count? In most instances, a one to two page letter is appropriate; the shorter the letter, the better.


Do not use emotionally “over- the- top” language.


When we are wronged, it is angering and hurtful. The experience may have inconvenienced us; been embarrassing or humiliating; cost us time, business, or money; or caused us to miss out on an important opportunity. So we may have every right to feel anger, hurt, or insulted. But the complaint letter should not be too emotional. Why? We want to be taken seriously. No matter how justified our feelings might be, we want the reader to help us with our problems. Therefore, we do not want them to tune us out or label us irrational.


The letter does not have to be ultra pleasant or devoid of emotion, but calmly stating the facts and feelings/thoughts about the situation is a better approach. Writing a letter that is rude, threatening, demeaning, or sarcastic might antagonize the recipient, which could affect the outcome. Listed below are examples of calm and more emotional sentences that might be included in a complaint letter.


Calm: “I am disappointed with the service I received.”

Aggressive: “Your ridiculous company has the worst customer service in the history of customer service.”


Calm: “I felt insulted by what the sales associate said.”

Aggressive: “Your lousy sales associate really pissed me off.”


Calm: “I am angry that the vacuum cleaner stopped working after one week of use.”

Aggressive: “How dare you sell me a piece of junk that didn’t even last a week.”


Calm: “The inconvenience this has caused me is upsetting.”

Aggressive: “Your incompetent company has inconvenienced me. This is absolutely unacceptable.”


Use a traditional business letter format to write the complaint letter.


The complaint letter should follow the standard business format. It should be typewritten, if possible.


Complaint Letter Content


Describe the complaint.


A complaint letter should begin with a description of the problem. This includes all relevant details such as date and time that the issue occurred, location, names of employees involved, and product/service description. Provide all of the important details about what happened. Some would advise you not to include your emotions in the letter. But as I mentioned above, if you feel that you have been treated unfairly, misled, spoken to in a rude manner, or experienced some other kind of mistreatment, then the business should know that. After all, they want to retain customers not run them away.  So, if you feel the need to discuss your feelings about the matter, then do so calmly and tactfully.


Suggest a remedy for the problem.


If there is a desired solution to the problem, then ask for it (e.g., replace a product, receive a refund, or make an exchange).


Thank the reader for their time and consideration.


It is a good idea to end the letter on a pleasant note by thanking the person for reading your letter and helping you resolve the issue.


Provide contact information.


If you want a response to your letter, be sure to include your contact information such as mailing address, phone number, and email address.


Other Important Considerations


Include documentation.


If there are records such as receipts, warranties, or business policies that support your argument, then be sure to include them with your complaint letter. Not only are these documents evidence but they also show that you are serious and knowledgeable.


Keep good records.


It is important to keep accurate and complete records of your contact with the company. These materials will help you prove your case, and they provide documentation for further action through a consumer advocacy group, government agency, or attorney – if it comes to that.


The Goal is to Create a Letter that is Taken Seriously


Writing a complaint letter is truly a hassle, but these tips can make it a little easier. Additionally, they will help you create a letter that is taken seriously and leads to the desired solution.



Reference


Letter Writing Guide, Writing a Complaint Letter, http://www.letterwritingguide.com/complaint.htm


Copyright © 2011 Katherine Williams. All rights reserved.



© 2014 Katherine Williams. All rights reserved.

Chicago, Illinois 60615 ♦ (773) 405- 5916

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