Letter of Complaint :
The complaint letter should be addressed to the customer service / consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company’s products or website.
Complaint letters can be a very effective way of making your voice heard.
65, Market Street,
Chennai – 54.
June 30 - 2006
84 Green Road,
Chennai – 45.
I had recently ordered a new pair of running shoes (item # 6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it I saw that the shoes were used. There was a small tear in front of the part where the left toe would go. My order number is AF 26168156.
To resolve the problem, I would like you to credit my account for the amount charged for the shoes.
Thank 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.
In the first paragraph of Letter of Complaint, you should identify what the issues is and any relevant information. Be sure to include the following information if it’s applicable to the situation. The date / time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Stick with the facts.
Use phrases like-
I wish to complain……….
I would like to object………..
I find it very upsetting that………..
I take exception to your………….
The next paragraph should state what you would like to be done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.
The lost paragraph should thank the reader for the time. You can write some compliments about something you liked about their company’s product or service. You should include your telephone number / e-mail address after your printed name so that they can contact you if necessary.
Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.
Letter of Complaint
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