How to write Complaint Letters

Complaint letters are an effective way of expressing the customer’s/consumer’s dissatisfaction with a product or service.  They are better than a verbal complaint as the written word always yields more power than a verbal one.  Here are a few tips to help you write an effective Complaint letter:

One of the most important things while writing a complaint letter is that it should reach the right department and the right person.  Generally such information is available either on the product itself or the receipt of purchase.

Keep the letters short and simple while stating all the facts clearly.  Include the name of the product, the receipt number, the date and place of purchase.  It is also important to clearly state why you are not happy with that particular product/service.  Be specific while stating the problem and avoid sweeping statements or ambiguity.

The tone of the letter should be polite but firm.  It is best to avoid rude and sarcastic statements as these would not get you anywhere.  It is best to take a formal and objective approach in the letter rather than play on the emotional quotient.

You can mention how you wish the problem to be rectified.  It may be in the form of a refund or a replacement or any other method which you think is most suitable.  At this point, it is also good give a time-frame within which you expect the problem to be solved.  Be reasonable while setting the time-frame.

If possible, you can include a couple of positive points of the other party, as this would help you to get a better response.  It is a good idea to include phrases like “Probably, this is a rare case where you have erred…” or “It is the first time in all the years that I have used your service/product that I have a problem…”  Such statements are likely to make a positive impact on the person reading your letter and you can expect a quick reply.

While writing a complaint letter it is important to mention the documents you are including to substantiate your complaint.  Just remember to include only copies of the original receipts or any other relevant documents.

Do not forget to include your contact information.

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Labor Complaint Letter

Daniel Thomas,

856, Albertson,

New York-11701

June 08, 2011

William Albert,

Albert Construction Company,

New York-11701

Dear Mr. Albert,

Sub- Complaint about the non-payment labor charges

I with this would like to make complaint against your manager that he has not paid my labor charges for last three months. I have been working with your company for last 6 months. Since the appointment of the new manager I have not received any cent from him.

I hope that you will take appropriate action against him so that we get our labor charges from time to time. It is quite possible that there can be any other problem because of which he is not able to pay us so you can also find out that problem and can give right solution.

If we are not paid within 15 days from this complaint then we planned to go on strike which will result in halt of the project work.

Thanking You,

Sincerely,

Daniel Thomas,

Head of labor union

Mark Davidson,

Assistant Manager,

ABC and Co Inc,

New York-11701

June 08, 2011

Brian Anderson,

HRD Head and Admin,

ABC and Co Inc,

Dear Mr. Brian,

Sub- Complaint about the job

I would like to make a complaint about the job that I have been appointed. During the recruitment I was told that I would suppose to look after the post of assistant manager. But I would like to complain that due to this job I not only have to look after assistant manager post but also after the work of sales manager.

I also have complaint about the timing of the job I was suppose to work about 8 hours daily but at present I am working about 10 to 11 hours daily. I would like to complain about the behavior of my colleagues, they are so abusing and do not give respect to my order.

I hope that you will take my complaint in your due consideration and will take necessary action to make the job suitable to my requirement as I mentioned during the interview.

Thanking you,

Sincerely,

Mark Davidson

Steven Martinez,

Managing Director,

New Builders Inc,

New York-11701

June 08, 2011

Richard White,

563, Amityville,

New York-11701

Dear Mr. Steven,

I would like to make complaint against your project in the city that you have planned. I would like to make you aware that the place where you have planned your project to be completed is a green zone. I you do the project on such place then it will affect the environment and will cause some problems to the residents around this place.

I would like to suggest you to change the location of your upcoming project. There are several places available which you can choose for your project.

I hope you will give due consideration to my complaint and will change your decision and will affect the environment. If the machinery is not displaced from that place within fifteen days then your project will liable to face a suit in the court.

Thanking You,

Sincerely,

Richard White

David Brown,

Brown and Co Inc,

New York-11701

June 01, 2011

Mark Richardson,

Richardson New York Contractors,

New York-11701

Dear Mr. Mark

Sub- Complaint about the delay in the construction

I would like to make complaint through this letter that you have not been doing well with the speed of construction of the building whose construction contract we have given to you. We have given this contract to you in the year in the month of Jan and you told us that the construction would be completed by Jan 2012.

When we inspected the actual construction of the building we had found that there has not even been the completion of 25% of the construction. I assume that if you continue to do such kind of construction then you would not be able to complete the same by even 2013 and 2012 is far away matter.

We hope that after this letter you would speed up your construction and find out the causes of delay. If you continue such speed then we would have to reconsider the contract with you.

Thanking You,

Sincerely,

David Brown

Donald Harris,

Purchase Manager,

Purchase Department,

ABC and Sons Inc,

New York-11701

June 08, 2011

Jimmy Anderson,

Proprietor,

Anderson Suppliers Inc,

New York-11701

Dear Mr. Jimmy,

Sub- Complaint about the delay of delivery supplies

I with this letter would like to make complaint about the delay of delivery of the material that we ordered you in the last month. This has not only happened for this time itself but there was also delay in many of previous deliveries.

I have already told this fact to your delivery manager but yet there is a problem of delay in delivery. Due to delay in the delivery our production gets delayed because of which our customers are getting delay delivery.

I hope that after this complaint you will take necessary action in this regard and will assure us of timely delivery. If such kind of delay continues in future then we would like to terminate your contract with us.

Thanking you,

Yours sincerely,

Donald Harris

Ms. Govindi Jasthi

Customer Service Representative

Best Electronics, Inc.

Bilga, Jalandhar, 144036

January 16, 2011

Mr. Fahad Ghani

Phillaur,
Jalandhar- 144410

Dear Mr. Ghani,

This is a response to your complaint letter dated January 10 about a defective air-conditioning unit which you purchased from our store.  My sales staff have already checked your receipt and have told me that the item you bought was checked and passed quality standards before it was delivered to your home.  The technician also informed us that the unit was installed properly and functioned well right after it was installed.  If so, the defect of the unit may be due to a manufacturing defect.  In this case, we will be sending our technician to your home soon to check the unit and the defect.  After filing his report, if he confirms that the item is defective, we will promptly deliver to your home a new air-conditioning unit.

Thank you for airing your complaint and we hope you will be satisfied with the new unit we will send you.

Sincerely,

Ms. Govindi Jasthi

Ms. Pavana Chikodi

Jalandhar City,
Adarsh Nagar,
Jalandhar- 144008

December 16, 2011

Mr. Fadi Jaspal

Customer Service Officer

Best Electronics

Nakodar, Jalandhar- 141310

Dear Mr. Jaspal,

I purchased an air-conditioning unit from your store last week which I would like to complain about.  The unit was installed by your technician the day after I bought the item.  I began using the unit immediately and I have been using it for one week now.  However, only three days after I began using the air-conditioning unit, it is no longer functioning properly.  The room where it is placed no longer cools down effectively even if we adjust the temperature and power settings.  By night time, the air-conditioning unit does not function properly and we suffer from the hot temperature.

As stated in the guarantee form, I can avail of a free replacement of the unit within five days of my complaint.  Attached is the guarantee form and the receipt.

Thank you and I hope for your prompt action.

Respectfully,

Ms. Pavana Chikodi

Ms. Gool Garlanka

Basti Danishmanda

Jalandhar- 144002

February 19, 2011

Mr. Naresh Ghandi

Sales Manager

123 Kitchenware, Inc.

Nakodar, Jalandhar- 141310

Dear Mr. Ghandi,

I want to air my complaint over the delivery of the products I purchased from your store last week.  I purchased ten units of microwave ovens from your store which was supposed to be delivered last week.  The first delivery arrived the day after I purchased the items but only five units were delivered to my home.  The delivery man gave me a letter from the sales department explaining that the additional five units will be delivered within the week since new stocks were still being ordered from the supplier.  However, the week has come and gone and the remaining units have not yet been delivered from me.

I hope you look into this matter immediately and act on my complaint to avoid further damage.  I may be forced to take legal action if you fail to respond to my letter soon.

Sincerely,

Ms. Gool Garlanka

Ms. Patala Jasmit

Sales Staff

Best Sales Co.

Mohanpur, Garha
Jalandhar- 144022

April 19, 2010

Mr. Narendra Chiba

Human Resources Officer

Best Sales Co.

Dear Mr. Chiba,

This letter is a formal complaint over the conduct of one of my colleagues in the sales department, Mr. Farooq Gandhi.  He has consistently abused me emotionally for one month now and I can no longer tolerate his harsh comments and disrespectful manner towards me.  I have been a sales staff for five years now and this is the first time that I have encountered a colleague with such brashness.  I have already talked to him and my team leader about the matter but he has not followed the agreements we have come up with to improve his manner.  My work is already being affected because of Mr. Gandhi’s behavior and I cannot concentrate well on my work.

Please look into this matter accordingly.  I am willing to undergo the due process for the resolution of this problem.

Respectfully,

Ms. Patala Jasmit