Letter of Complaint, Complaint Letter format with Examples and Past Exam Questions Solutions

Letter of Complaint
Complaint Letter format with Examples
Business Communication Notes B.Com CBCS Pattern

Letters of Complaint

Customers are very important for every dealer. While selling goods and providing services to the customers, every dealer tries to fulfill the need of the customers. But there will always be a chance of complaints raised by customers due to several reasons. Such complaints are normally raised by giving complaints letter to dealer. A complaint letter enables customers to notify an individual, company or business that we are dissatisfied with a product purchased or a service received from them. These letters are written when some significant defects or shortage are found in the goods supplied, delay in execution of an order, violation in terms and condition of contract of sale, etc.

While writing a complaint, the following points must be taken into consideration:

• Give a clear and detailed description of the problem you are facing and what you want done till date.

• Include important dates i.e. the date on which order is placed or the date on which goods is received or the date on which problem is occurred. If you are following up on a previous complaint that you made, you may even need to include the date on which first complaint was made.

• Give complete details of action taken by you to resolve the problem and what you plan to do if problem will not resolve in future.

• Ask for a response from the dealer by giving a reasonable time limit, but state with clarity that you expect a positive response from them.

• Attach a copy of any supporting relevant documentation such as a receipt or invoice.

• Personal accusations/allegations must be avoided while writing a complaint letter.

• Never include any other concern. Focus must be on the problem faced by you.

Complaint Letter Format

1. Sample Letters of Complaint

As the Managing Director of ‘Magic Looms Ltd.’ write a complaint letter to Usha Machines regarding the delay of delivery of the 03 ultra-speed 2020 weaving machines causing inconvenience to your production.

Ans:

Magic Loom Ltd.

Rajeev Chowk,

Delhi

15 December, 20XX

The General Manager

Sales and Purchase Division

Usha Martin

Laxmi Nagar

New Delhi

Dear Sir/Madam

Subject: Complaint against the order no. S/N-127.

This is with reference to Order No. S/N 127 made on December 1, 20XX. The order comprised three (03) ultra-speed 2020 weaving machines. As per the agreement, the products were to be delivered within ten days of order and a representative was to be sent for installation and demo. Unfortunately, the order has been delivered till date and no representative has visited for demo or installations.

The fact that you have taken undue time and have not yet delivered the order, has caused us great embarrassment and inconvenienced to our production. In addition, we have not received any correspondence from your side explaining the delay.

Kindly ensure that all the three items of the order are delivered to us before December 20, 20XX failing which payment will be stopped or the order cancelled.

I sincerely request you to look into the matter and do the needful as soon as possible.

Thanks and Regards.

Praveen Goel

Sr. Manager

Operations and Admin Department

Enclosure: Sale Order Slip

2. Sample Letters of Complaint

Manager Operations and Admin

Net Solutions Ltd

Rajeev Chowk, Delhi

15 December, 20XX

To Administration Head

Food for you Solutions

Mumbai

Dear Sir/Madam

Sub: Complaint against poor food quality

This with reference to the food supplied to our cafeteria by your company’s kitchen. Unfortunately, for the past few weeks, we have observed a degradation in the quality of food items, especially rice, wheat flour and pulses.

A few of our employees complained of ill health after having consumed your food.  I presume stale food is not being sent to us.

Kindly assure that the raw material you use is of high quality standards and is ISI approved.

I sincerely request you to look into this matter as it involves the health of people working for us, for which we are solely responsible.

Thanks and Regards,

Manager,

Ops and Admin

Net Solution