Frederick Said:

what is a complaint letter show an sample of letter in full block style?

We Answered:

Letters of complaint usually include the following stages:

1. Background
2. Problem - cause and effect
3. Solution
4. Warning (optional)
5. Closing


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 2008 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 as the 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:
* On 24 January 2008 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.
* Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable.
* You sent us an invoice for $10,532, but did not deduct our usual 10% discount.
* We have found 16 spelling errors and 2 mis-labelled diagrams in the sample book.

Effect:
* 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 considerable inconvenience.
* Even after spending several wasted hours trying to register in this way, the computer would not accept my application.
* I am therefore returning the invoice to you for correction.
* This large number of errors is unacceptable to our customers, and we are therefore unable to sell these books.

3. Solution
* I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again.
* Could I please ask you to look into these matters.
* Please send us a corrected invoice for $9,479
* 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)
* Otherwise, we may have to look elsewhere for our supplies.
* I'm afraid that if these conditions are not met, we may be forced to take legal action.
* If the outstanding fees are not paid by Monday, 11 February 2008, you will incur a 10% late payment fee.

5. Closing
* I look forward to receiving your explanation of these matters.
* I look forward to receiving your payment.
* I look forward to hearing from you shortly.



Politeness
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such 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 the situation is very serious.

Example letters
Fortune Goods
317 Orchard Road
Singapore
31 January 2008

Attn: Mr David Choi
Sales Manager
Everlong Batteries
171 Choi Hung Road
Hung Hom
Hong Kong

Dear Mr Choi

Re. Order No. 768197

I am writing to inform you that the goods we ordered from your company have not been supplied correctly.

On 24 January 2008 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.

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 considerable inconvenience.

I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.

I look forward to hearing from you by return.

Yours sincerely

J. Wong
Purchasing Officer



Flat 303 Lucky Mansions
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon

30 January 2008

The Administrative Officer
Exhibition Services
Exhibitions International
33 Kadoorie Avenue
Kowloon

Dear Sir/Madam

I attended your exhibition Sound Systems 2008 at the Fortune Hotel from 18 - 23 January and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems. I explain each of the problems below.

Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable. Even after spending several wasted hours trying to register in this way, the computer would not accept my application. I eventually succeeded in registering by faxing you.

Secondly, the exhibition was held at one of Hong Kong's most prestigious hotels, but frankly the venue was better suited to a medium-sized business conference than to a large exhibition open by registration to the public. The lack of space led to serious overcrowding in the venue, particularly at peak visiting times (i.e. lunch times and early evening). On one or two occasions I was also seriously concerned about the physical safety of attendees.

The final point I want to make concerns product information. It is very enjoyable to see and test a range of excellent sound systems, but it is also important to be able to take away leaflets on interesting products, so that more research can be done before deciding which system to buy. However, by the time I attended the exhibition all the leaflets had been taken.

Could I please ask you to look into these matters - not only on my behalf but also on behalf of other attendees, and in fact on behalf of your company, too.

I look forward to hearing from you.

Yours faithfully

Michael Leung

Milton Said:

how to complaint about a lost or delayed baggage.Can anyone help me with a sample of complaint letter please.?

We Answered:

Try this....

Hey sh*theads... wheres me bags! Find em today or me bruvs are comin round for a game of baseball wiv ya heads!

This usually works for me.

Phyllis Said:

I need to write a complaint letter to the builder of our home since he failed give us what we signed for.?

We Answered:

What were the issues? Who are you sending it to? These things matter. However, here's a website for that sort of thing: http://www.complaintguide.com/

Slainte,

-D

Marcus Said:

I need a sample of complaint letter to the Ministry of Labor. If there is no temples in what form should I wri?

We Answered:

Just write a short formal letter outlining your complaint. make it clear and concise and use proper english - no slang or misspellings (have someone who knows check it for you if possible) Something like

Dear Sirs,

i wish to complain in the strongest terms about (whatever it is - outline your complaint) then finish with something like
"I should be obliged if you would revert to me with your comments as soon as possible" or
"Please note that if this matter is not resolved within 14 days, i shall be taking legal advice with a view to issuing proceedings"

It very much depends on the nature of your complaint...just keep in simple and short

Joy Said:

Complaint against Insurance agent?

We Answered:

If I were you I'd spend some time on that Dr that didn't properly refer you out - instead of blaming the insurance agent for a Dr's mistake.
The Dr can correct that mistake and then have the hospital re-submit the claim for payment

This was simple advice & I agree you should've gotten this advice from YOUR insurance agent...but the complaint letter was kind of rude

You were told the problem was the Dr - and you took NO action towards him at all?...that was your mistake in my opinion - an agent shouldn't have to hold your hand thru these things unless you are UNable to do them yourself....which your phone calls & letter-writing proves is NOT true - you were able bodied enough to do that!

Lori Said:

Anyone have a good sample coworker complaint letter they're willing to post or tell me where to find online?

We Answered:

Don't use a sample.
Just write that you would like to report an incident that happened on this-and-this date, and this-and-this time. Then tell the facts of the incident. Just the facts. Do not write anything emotional.
At the end you can write that in your opinion Joe Shmo's conduct was unprofessional and rude.