FORMAL LETTER - COMPLAINT

Some times we need to complain formally to a company. These kind of letter has a specific pattern. Have a look!

 

What to include in a complaint letter:

•  When writing a complaint letter you should:

• Describe your problem and the outcome you want
• Include key dates, such as when you purchased the goods or services and when the problem occurred
• Identify what action you’ve already taken to fix the problem and what you will do if you and the seller cannot resolve the problem
• Ask for a response within a reasonable time
• Attach a copy of any supporting relevant documentation such as a receipt or invoice.

Complaint letter template:

 [Your name] 

[Your address]

[Email and/or phone]


Dear Manager

Re: COMPLAINT ABOUT [INSERT NAME OF PRODUCT OR SERVICE] PURCHASED AT [INSERT BUSINESS NAME] ON [INSERT DATE]

State that you have a problem with goods or services bought from the business at a particular location and date and that you want the problem fixed.

Explain the key details of the problem including when you discovered it and any other steps you’ve already taken to get it fixed, such as a telephone call or a visit to the store. Note who you spoke to and any results of your efforts.

State that you have enclosed copies of relevant documents, such as a receipt of bank statement for proof of purchase.

State the steps you want the business to take to fix the problem.

State that you expect to hear from the business with a solution by [insert date or within 10 days]. Describe what you intend to do if the business fails to fix the problem—such as making a formal complaint to the ACCC or the consumer protection agency in your state or territory.

List your business and after hours contact details.

Yours sincerely

[Your name]

Enclosed: Copy of the receipt for [insert name of product or service]