CYTT News
[12/07/2011] How to write a Complaint Letter
When you have been wronged, cheated out of your money, or sold an inferior or defective product, it is difficult to be unemotional, but in order to resolve the issues at hand swiftly it is best to write a letter of complaint, which clearly states the problem and the way you wish the problem to be resolved. Sending a letter of complaint to the company that has sold you the product or performed the service and a copy to www.canyoutrustthem.com will help you name and shame the culprit and have your side of the story heard.
You can easily write such letter on your own, but we have compiled a few basic templates, which could help you draft one such letter easily and quickly. It is best to avoid using strong words when stating the problem, stick to the facts and list as many of them as you can, and keep the letter short and to the point. Once you write the letter in your word processor, you can email it to the recipient or print it out and send it by regular mail. Listed below are three sample templates for General letter of complaint, Complaint about goods that you have purchased, and Complaint about services that you have received.
General letter of complaint:
[Address line 1]
[Address line 2]
[Address line 3]
[Postcode]
[Telephone number]
[Email address]
[Letter date]
[Name of the recipient]
[Company name]
[Company address line 1]
[Company address line 2]
[Company address line 3]
[Postcode]
Dear [recipient title and name]:
[Subject line – usually in bold]
On [date], I [bought, rented, leased, had serviced, etc.] a [name of product with model number or service performed] at [location, date and other details of the transaction].
Unfortunately, your product (service) has not performed well as it should (the service was inadequate) because [state the problem, including as many details as possible].
To resolve the problem, I would appreciate if you [state the action that you deem appropriate to resolve the issue – refund, repair, exchange, etc.] Enclosed is a copy of the [invoice, receipt, guarantee, warranty, and any other documents].
I look forward to your reply and timely resolution of this problem and will wait for [set a time limit] before contacting and seeking help from [consumer group, solicitor, Trading Standards, etc.]. Please contact me by phone (email) [list your phone or email] or at the above address.
Sincerely,
Your name
Enclosure(s) [state all the documents that you have enclosed]
Complaint about goods that you have purchased
[Address line 1]
[Address line 2]
[Address line 3]
[Postcode]
[Telephone number]
[Email address]
[Letter date]
[Name of the recipient]
[Company name]
[Company address line 1]
[Company address line 2]
[Company address line 3]
[Postcode]
Dear [recipient title and name]:
[Subject line – usually in bold]
On [date], I bought a [name of product with model number] at [location, date and other details of the transaction].
Unfortunately, your product has not performed well as it should because [state the problem, including as many details as possible].
To resolve the problem, I would appreciate if you [state the action that you deem appropriate to resolve the issue – refund, repair, exchange, etc.] Enclosed is a copy of the [invoice, receipt, guarantee, warranty, and any other documents].
I look forward to your reply and timely resolution of this problem and will wait for [set a time limit] before contacting and seeking help from [consumer group, solicitor, Trading Standards, etc.]. Please contact me by phone (email) [list your phone or email] or at the above address.
Sincerely,
Your name
Enclosure(s) [state all the documents that you have enclosed]
Complaint about services
[Address line 1]
[Address line 2]
[Address line 3]
[Postcode]
[Telephone number]
[Email address]
[Letter date]
[Name of the recipient]
[Company name]
[Company address line 1]
[Company address line 2]
[Company address line 3]
[Postcode]
Dear [recipient title and name]:
[Subject line – usually in bold]
On [date], I [was provided with] a [service performed] at [location, date and other details of the transaction].
Unfortunately, [the service provided] was inadequate because [state the problem, including as many details as possible].
To resolve the problem, I would appreciate if you [state the action that you deem appropriate to resolve the issue – refund, the service performed again, etc.] Enclosed is a copy of the [invoice, receipt, contract, and any other documents].
I look forward to your reply and timely resolution of this problem and will wait for [set a time limit] before contacting and seeking help from [consumer group, solicitor, Trading Standards, etc.]. Please contact me by phone (email) [list your phone or email] or at the above address.
Sincerely,
Your name
Enclosure(s) [state all the documents that you have enclosed]
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