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Complaint Letters

Complaint Letters

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Published by DUL

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Published by: DUL on Apr 01, 2009
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01/10/2013

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SWEETER Dulce >Blog
How to Write Complaint Letters ----
 
NA1
When you write a letter to a retailer or service provider it is important to beclear, concise and to stick to the facts of your complaint. It may be useful to give adeadline for response to your letter. You may find the following sample letter usefulwhen writing a letter of complaint 
Your postal address e.g. 
123 Euro Drive,Hillcrest,Co DublinTel 01-3456789
[Date your letter and keep a copy]
Ms J Goodbody,Customer Service,Jolly's Dept Store,Dublin 7
[The person (usually the supervisor, manager or customer service officer) to whom youare complaining - get the person's name if possible]
Dear Ms Goodbody,I bought a jacket in your shop two weeks ago. It cost 100 euro. I enclose a copy of thereceipt.
[Include details and evidence of purchase]
The sales assistant told me the jacket was waterproof but when I went out walking inthe rain I got wet. When I returned to the shop to look for a refund, I was told it was twoweeks since I bought the jacket and that the most he could offer me was a credit note or exchange. I do not want another jacket as I do not want the same problem again andthere is nothing else in the shop I want either.I am very unhappy about this. I would like you to arrange a full refund to me. I wouldappreciate a reply within fourteen days from today.
[Let the retailer know what you want them to do - give them a reasonable deadline]
 Yours sincerely,
[Include your full name so they can reply]
Joe Murphy Senior 
 
SWEETER Dulce >Blog
SEE MORE
This page describes the content, language and organisation of 
letters of complaint.
There are alsoexample letters.
Introduction
Letters of complaint usually include the following stages:1.
2.
Problem- cause and effect
3.
4.
Warning(optional)
5.
1
Background
This section describes the situation; e.g.
 I am writing to inform you that the gods we ordered from your company have not been supplied correctly.
 I attended your exhibition Sound Systems 2009 at the Fortune Hotel (22-25 January) and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems.
 I am a shareholder of Sunshine Bank and I am very concerned regarding recent newspaper reports on the financial situation of the bank. Your company is listed asthe auditor in the latest annual report of the bank, so I am writing to you to ask for an explanation of the following issues.
 I am writing to inform you of my dissatisfaction with the food and drinks at the'European Restaurant' on 18 January this year.
2.
Problem
Cause:
i.On 23 March 2009 we placed an order with your firm for 12,000 ultra super long-lifebatteries. The consignment arrived yesterday but contained only 1,200 batteries.ii.
 
 Firstly, I had difficulty in registering to attend the event. You set up an on-lineregistration facility, but I found the facility totally unworkable.iii.You sent us an invoice for $10,532, but did not deduct our usual 10% discount.iv.We have found 16 spelling errors and 2 mis-labelled diagrams in the sample book.
Effect:
v.This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerableinconvenience.vi.Even after spending several wasted hours trying to register in this way, the computer would not accept my application.vii.I am therefore returning the invoice to you for correction.
 
SWEETER Dulce >Blog
viii.
This large number of errors is unacceptable to our customers, and we are thereforeunable to sell these books.
 
3. Solution
i.I am writing to ask you to please make up the shortfall immediately and to ensure that
 such errors do not happen again.ii.Could I please ask you to look into these matters.iii.Please send us a corrected invoice for $9,479
iv.
 I enclose a copy of the book with the errors highlighted. Please re-print the book and  send it to us by next Friday.
 
4. Warning (optional)
i.Otherwise, we may have to look elsewhere for our supplies.ii.
 
 I'm afraid that if these conditions are not met, we may be forced to take legal action.iii.If the outstanding fees are not paid by Wednesday, 8 April 2009, you will incur a 10%late payment fee. 
5. Closing
i.I look forward to receiving your explanation of these matters.ii.I look forward to receiving your payment.iii.I look forward to hearing from you shortly.
 
Politeness
The tone of complaint letters should not be aggressive or insulting, as this wouldannoy the reader and not encourage them to solve the problem. In addition, questionssuch as
'Why can't you get this right 
?' should not be included.
Content
 The content should contain enough details so that the receiver does not have to write back requesting more.Legal action is not normally threatened in the first letter of complaint, unless thesituation is very serious.
 
See TWO more Example letters

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