Complaint Letter Template

Many times it happens that we realize that the product or material we bought from a shop is improper or damaged. Writing a complaint letter comes to rescue in these cases as it serves both the purposes, firstly, it acts as a professional warning and secondly, as a request to the dealer or manufacturer.

Contents of a Template for Complaint Letter
Writing a complaint letter properly is essential to ensure that you get a proper reply and solution to your problem within the stipulated time. Here are some necessary writing tips for the same purpose:

• Address the letter to the person who is able enough to help you in your problem. If the person you are writing the letter has no ability to sort out your problem, it's not going to be worth the effort.
• Put forward your complain in simple words. Don't get emotional or hyperactive. State your problem in simple and straight forward manner.
• State very clearly about the remedial measures you wish that must be taken to solve your problem. Ensure that the remedial measures you are suggesting must be in the power of the concerned authority.
• Give a deadline to solve your problem.
• Be firm but ensure there is professionalism in your letter.

Letter Format

General Format

(Your address 1) (Your address 2) (Postcode) (Phone number) (Email) (Date) (Name of contact person, if available) (Title, if available) [Customer Services Manager, if you don't have a contact name] (Company Name) (Company address 1) (Company address 2) (Company address 3) (Postcode) (Phone number (Email) Request : (Give a title to your problem briefly) Dear (contact person, customer service manager or the concerned authority) (Content of the letter) Yours sincerely (Sign) (Your Name) (Enclosures): (Attach documents, if any)

Example

Here I have presented a template that may not exactly suit your purpose however, it will give you some idea on the effective ways to present your letter.

General Example

23, Park Avenue Street 345 - Blue Berry Road, Massachusetts, 4646 - 5657 - 686 xyz@pppmail.com 12th May 2010 To Robert D. Costa Customer Services Manager ABC Retails Company 565, East Street Santa Claus Road Massachusetts 5757 - 5858 - 9695 fgh@yfmail.com Request : Inappropriate Items Delivered Dear Sir, On 11th May, 2010, I along with my husband Kevin visited your retail store and bought various items related to dining table decorations and kitchen appliances. Unfortunately, three of the seven appliances are different than what their packaging shows and what we selected. The dinner set is different than what we ordered and the cutlery set also, doesn't match to the one that we selected. As per our conclusion, we feel that there has been some sort of mismanagement in the packing of our materials resulting in such problem. I request you to send some of your staff and take these sets back. We will produce the purchase slip and we wish to get back the money for the items returned. We also request you to take proper care in packing items as we had to face problems and we had to arrange separate dishes and dinner sets from elsewhere in the function that was scheduled next day in our home. Within 3 days time after you get this letter, we request you to contact us and return the money and take your materials back. Yours Sincerely Sam Francis Enclosures: Photocopy of purchase slip

If you research on the Internet you can find various templates and depending on your needs and requirements. Complaint letters definitely make an impression on the party you have send them to and your problems are solved more faster.