Many purchases and sales take place on a daily basis, so there are bound to be a few dissatisfied customers. You could be one of them. The sale or a service provided may not have been to your complete satisfaction; therefore you are unhappy with the company that has provided that service. Most of the time, the company will quickly replace the product or service, but if they do not do it, you can write in a good complaint letter to the higher authorities in the company. One should know how to write a complaint letter to a company, as you will encounter such a problem some time or another in your life.
It is your right to avail services to your satisfaction as you have paid hard-earned money for it. But before you start writing, remember to write in calm state of mind, do not write the letter when you are angry, it will not come out right. The letter should be a professional one, as it can be used in the court of law, if in case you are not given your replacement. The letter should have formal language. Begin with mentioning that you have been a long-term user of their products and services and had never faced a problem like this before. Keep the language as polite as possible, because politeness will help you get through easier.
Inside the letter, get straight to the point; do not beat around the bush. Straightaway mention what problem you are facing. Get the facts and details of the problem right, including dates and the receipt numbers. The receipt numbers have to be mentioned so that they can check what problem had occurred, so make sure to get the numbers right. Mention if you are enclosing any documents along with the letter. Always remember, enclose only a photocopy of the documents and keep the original ones with you. The original documents could be required later. Also, mention whether you want a complete replacement, or whether you want a refund of your money.
In the letter, express your hope that the problem will be solved without any further delay. Write the letter in a commanding language, but do not get aggressive. Do not threaten legal action, as it has to be kept as a last resort. Send the letter on paper and never through e-mail. Most companies take written complaint letter far more seriously than e-mails. Sometimes the complaint letter can take some time to get through so remain patient. Complaint letters are a great way to get through to the management with your problem. It is a polite way of getting things done, if it is not done in the first go. Here is a sample of how to write a complaint letter to a company for your better understanding.
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Daniel Stern 67th West Avenue, 4555, Cleveland, Wisconsin, USA. To, Mr. Richard Johnson Shine Guard Int. Pvt. Ltd. 4545, Cleveland, Wisconsin, USA Dear Mr. Johnson, I have been a long-term consumer of your products and services; so far they had all been to my satisfaction. But this time, I am writing in to express my disappointment at the servicing done on my laptop computer. I had given in my laptop on the 24th of November 2010 for servicing as there was a problem with the RAM's speed.. The receipt number for the servicing is GR54268. The laptop was supposed to be returned on the 26th of November 2010, but it was not delivered on time. It caused me a lot of inconvenience as I require my laptop for work purposes. After the laptop was returned, it was worse than before. The problem for which I had given it had not been rectified and a lot more problems had begun. The laptop started crashing every now and then for no apparent reason. The anti-virus also started malfunctioning and the laptop was full of viruses. Constant reminders for repair or replacement have fallen on deaf ears. I had purchased my laptop from the AC/DC stores which is an authorized dealer of your products. The laptop was purchased on 10th of August 2010 and is well within its warranty period of two years. I request you to please repair my laptop or replace it completely. I am in dire need of it because most of work is done on it. I am enclosing the photocopies of my receipt of purchase numbered YT63765 with this letter. I have faith that my complaint will be looked into soon, and hopefully my good relations with your company will continue. Yours sincerely,
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Here, we have provided you with a sample of how to write a complaint letter to a company. This letter is about poor servicing done on a product. In this letter, we have asked for repair work or complete replacement of the product. Follow this letter if you to face a similar problem, or else you just get the right idea of how to write such a letter.