BBA L-3 Complaint Letter

MBA L-19
Complaint letter
What is a complaint letter?
It is good to understand the definition of a complaint letter before you proceed to

writing. A complaint letter is a letter written by a customer to an organisation
complaining about a certain product or service. A complaint letter is written to a
company or any agency to state a complaint on a faulty device you purchased from
the company or for poor services you received from the said agency.
It can be a customer complaint letter or a business complaint letter. Here I will

highlight what a complaint letter is, what it entails, how it should be written and
a sample of a complaint letter.
How to write a complaint letter
When one encounters a problem of any form be it with a product, device or the
services you received can disappointing and frustrating too. The first action to be
taken when such happens is to contact the responsible company via a phone call
or e-mail. If no action is taken towards your complaint what usually follows is a
letter of complaint. Just like any important formal letter, this one is important too
as it can help you in case you decide to take any form of legal action towards the
company.
Complaint letter writing tips
When writing the complaint letter: Ensure you address the relevant authority.
Always when writing a letter of complaint channel your complaint to the customer
care department. This is because the main function of the customer care is to deal
with whatever the issues the customers may have.
Ensure you have the correct address of the company before writing your letter. For
you to come up with an effective complaint letter, you need to pay attention to some
small mistakes common in writing. Below are some of the tips for writing an
effective complaint letter:
 Get to the point. You should indicate your reasons for writing the letter.
Highlight the facts which include the time, date and where you purchased or
received the services. The reader should be able to get the point on reading
the first few sentences hence it is important not to beat about the bush.
Explain yourself well and be detailed to capture the reader’s attention.
 Be specific about what you need and want to be done. Clearly state what you
want whether it’s a repair, a replacement of the product or a refund. All this
write them in the next paragraph. This will make work easier for whoever is
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receiving your letter know exactly what you need. Suggest to the company
what you think can be a lasting solution.
 Attach copies of the necessary and relevant documents. This may include
receipts, warranties, cheques and e-mail conversations if there is any. This
important as it makes your complaint legit. Make sure to include in your
letter the exact documents you are including. For example: “I have attached
a copy of the receipt and a warrant for the phone.”
 State the time limit you giving them to fix the issue. It is important to state
the time in which you want your issue resolved. This will help your issue be
solved in the soonest time possible. The period you are providing should be
realistic to avoid an unreasonable clash between you and the company.
 End your letter in a respectful manner. Just like any formal letter, finish
your letter by closing with yours faithfully.
 Use the correct tone to write a complaint letter- Avoid being emotional in
your letter. when you are writing the letter, it is expected that the person
who will receive your letter is not the one responsible for the problem, but he
or she can help to ensure you get the best service. You should be polite in
your writing so that the person in charge can be able to address your issue
effectively to your satisfaction.
 When writing a complaint letter, you need to be polite. It should be written
respectfully and shun away from using angry and threatening comments no
matter how mad you may be. The recipient will be willing to help if you are
polite.
 Be precise. Make sure you get to the point so that whoever is reading the
letter should be in a position to identify what exactly the problem is.
 Be in command. When you write your letter with authority, it lets the
recipient take your complaint with a bit of seriousness. When you
authoritative it gives credit to your letter enhancing positive response.
 Identify your self- identifying yourself is important because the company will
be able to know you at a personal level. You should also include your
contact so that in the case where they will need to find out more information
about the product you can always be available to give explanations.
 Check out for spelling and grammatical errors. After you have written your
letter, it is always good to proof read to correct any grammatical and spelling
errors you may have made. Follow up your letter.
 Wait patiently for the time limit you had provided to elapse if no action nor
feedback has been given you may follow up to find out. If no response gives
you may address your complaint to someone in a high position.
 If no feedback is provided by the person in a high position, you may consider
seeking legal help. You can see a lawyer and he/ she will advise you on what
to do. Remember this is usually the last option.
Complaint letter writing tips
It is good to understand the writing format for a complaint letter because it enables
the recipient to easily understand your problem and address it as you expect.
 The body
In this letter, you need to go straight to the point. Go ahead and explain your
complaint giving all the relevant information about the product then state what you
expect them to do for you to be satisfied.
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 Conclusion
In the concluding paragraph, you should `give them a time span for them to solve
your problem. Try and be polite at this part so that they can see the essence of
serving you as one of their customers. You can go ahead and thank them in
advance.
Complaint letter example
In cases where you need to write a complaint letter and you not sure how to write
you can always check complaint letter samples to get hints of what complaint
letters are all about. Reading examples have some benefits to the reader they
include;
 It helps the reader to master the correct tone of writing complaint letters.
Going through examples helps one know how the writer was able to compose
themselves to writing a letter that is not abusive or sarcastic amidst their
anger.
 It helps to master the format to be followed when writing a complaint letter.
Just like any other letter complain letters have a format to be followed in
writing a good letter.
 It helps one master the grammar to be used, helps one write a letter that is
readable, concise and to the point
Below is an example complaint letter.
Rian Elsi
Po Box 43-30100, Goa
6th February 2017
Brian Easy
Customer Care Director
Brioel Furniture
30-30100, Goa
Dear Brian Easy,
On the 5th of January 2017, I bought a shoe rack with serial number 30267981. I
purchased the product online on 5th January 2017 and paid for it online too.
Unfortunately, the said product is not exactly what I had chosen. Instead, a shoe
rack similar to that was delivered to me.
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To solve his issue, I would like a replacement to be made. I have attached copies of
the receipt, serial number, warrant of the shoe rack and the email conversation I
had with one of your salespersons concerning the purchase as mentioned above.
I look forward to hearing from you and a solution to my problem. I will wait for a
week before seeking help from a third-party. Please contact me via e-mail at
[email protected].
Sincerely
signature
Rian Elsi

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MBA L-19

What is a complaint letter?

It is good to understand the definition of a complaint letter before you proceed to

It can be a customer complaint letter or a business complaint letter. Here I will

How to write a complaint letter

Complaint letter writing tips

Complaint letter writing tips

Complaint letter example

Below is an example complaint letter.

Po Box 43-30100, Goa

6th February 2017

Customer Care Director

Dear Brian Easy,

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