Complaint Letter against The Travel Representative to His Company

Complaint Letter against The Travel Representative to His Company :

This Letter should be written in The Letter-Pad of the Company.

From :

The Sender's Name,
Door Number and Street's Name,
Area Name,
Postal Code : XXXXXXX
Phone Number : 0000 - 123456789
E-mail ID :

Date :

Reference :

TO :

Addressee's Name,
The Company's Name,
Full Address with Phone Number.

Subject :

Dear ____,

After successfully using your agency for many years, I recentlyexperienced a terrible problem. I am writing to obtaincompensation for a huge mistake for which I believe your firm isresponsible.

On September 1, 2000, I used Gray Travel to book myhoneymoon trip to Hawaii. Your agent, Carla, made all of thearrangements for us. She booked my husband and I on theAmerican Airlines flight to Honolulu (Flight 444) on September14, which was scheduled to arrive at 6 am on the morning ofSeptember 15. Our timely arrival was essential, as we werescheduled to participate in a tour group which began its journeyon the afternoon of September 15.

Upon our arrival at the San Francisco Airport, we discovered thatour reservations had not been confirmed and the airline hadoverbooked the flight. Sadly, we were unable to get seats on theplane, which was the last American Airlines flight to Hawaii thatday. We were reluctant to book seats on another airline, as wehad already paid for this trip in full, using a Visa card (account #3374 7796 0039 0021). Our card was charged, yet we had no flight. Unfortunately, our credit limit was inadequate to book a different flight on another airline.

The bottom-line: we missed our flight to Hawaii, along with ourtour group's departure in Honolulu. Instead of lying on a tranquil beach, we spent our first married days in the Airport Hilton in San Franciso, trying to sort out this mess. We were unable to speak with Ms. Drysdale until Monday, September 16, which was two days after our scheduled departure. She was extremely apologetic, but could not explain what had caused the problem.

She was unable to book us on an alternative flight to Hawaii onsuch short notice, but did offer to clear our credit card of allcharges. She offered us no further explanations or compensation.

My husband and I are both livid. We planned this trip for over ayear and were excited about visiting Hawaii on our honeymoon.Ms. Drysdales's mistake cost us our once-in-a-lifetime chance tofulfill a significant personal dream. In fact, we not only msisedthe trip; we are still fighting to recover our deposits at the hotel in Honolulu!

Because your agency caused the problems, we expect you towork with us to obtain a satisfactory resolution. Specfiically, we expect you to:

1) Verify that our Visa card has been credited for the $4539 wepaid for the aborted honeymoon trip

2) Reimburse us for the $560 in deposits we are unable torecover from the Honolulu Sheraton Islander Hotel

3) Reimburse us for the two nights we spent stranded at the SanFrancisco Airport Hilton ($347)

4) Provide us with two first class round-trip tickets on a flight to Hawaii which will be good for the next calendar year (dates oftravel to be our choice)

Your agency can't give us back our wedding trip, but we expectyou to provide a future trip comparable to the one we weredenied because of your booking mistake. We also expect a fullapology from Ms. Drysdale and assurance that she takesresponsibility for her error.

From our experience, this situation was a dramatic letdown fromthe superlative service that we usually receive from Gray Travel.In fact, we have always been loyal to your firm because of theexemplary treatment we have received from you and yourattentive staff. We suggest that you coach Ms. Drysdale in properbooking procedures and in customer relations. Her behavior doesnot reflect positively on Gray Travel.

Please call me before October 15 with confirmation that ourrequests will be honored. If I don't hear from you, I will reportyou to the appropriate regulatory agencies in California andHawaii.

Yours Sincerely,

(The Sender's Signature)

The Sender's Name

Enc :

cc :

Better Business Bureau
American Society of Travel Agents
US Department of Transportation
Consumer Affairs Division
Federal Aviation Authority
Consumer Protection Division
Office of Consumer Protection
State Office of the Attorney General


This is a typical letter. You have to add your company's name with full address. And the receiver's name and full address also should be added in the place allotted for that purpose. Without those primary details no letter carries any significance. So, you are requested to provide all those important details. Failing which the letter will make a wrong impression about your company and you among the receivers of your letters. This is the most unwanted attitude on your side in dealing with the clients who are the most valued assets of any business organisation. If necessary, leave those spaces blank.

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