An overview on how to write a complaint letter.

1. Complaint Letter
Prepared by
Md. Asiqul Alam
B.Sc in Textile Engineering
Port City International University

2. Overview of Complaint Letter
• Introduction
• Occasions For Writing Complaint Letters
• How To Write A Complaint Letter?
• Sample of a Complaint Letter
• Helpful Tips For Writing Complaint Letter
• Effective Complaint Letters Should Be

3. Introduction
• Having a problem with a product or service can be frustrating. When
you’re trying to resolve a problem with a company, the first step should
be to discuss your concerns with a representative of the business. If a
phone call or email doesn’t resolve the problem, consider writing a
complaint letter
•Letters written to bring the different mistakes to the notice to the
suppliers from affected party are called complaint letters.
• In commercial correspondence letters of complaint should not be rude
or angry in tone but gentle and yet firm by stating the complaint clearly
and precisely.

4. Occasions For Writing Complaint Letters
• Late delivery of goods.
• Receipt of defective goods.
• Receipt of damaged goods.
• Shortage of goods.
• Receipt of wrong goods.
• Inferior quality goods.
• Misbehavior of an employee.

5. How To Write A Complaint Letter?
Letters of Complaint usually include the following stages:
Stages
Closing
Background
Problem - cause
and effect
Warning Solution

6. How To Write A Complaint Letter?
BACKGROUND
This section describes the situation.
For eg.
• I am writing to inform you that the goods we ordered from your company have not
been supplied correctly.
PROBLEM & CAUSE
Describe what problem occurred.
For eg.
• On 30 April 2020 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.

7. SOLUTION
Suggest remedies or results you expect.
For eg.
• I am writing to ask you to please make up the shortfall immediately and to
ensure that such errors do not happen again.
WARNING
This is an optional one, here you can give warnings.
For eg.
• 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.
How To Write A Complaint Letter?

8. CLOSING
Suggested action should be taken.
For eg.
• I look forward to receiving your explanation of these matters.
• I look forward to hearing from you shortly.
How To Write A Complaint Letter?

9. Sample of a Complaint Letter
555 Five Boulevard Austin, TX 73301
March 20, 2020
Mr. Bob Howard General Manager Products and More 717 Seven Street
New York, NY 10012
Dear Mr. Howard:
Re: Account Number 1884434
I am writing to express my dissatisfaction with the Model X tea kettle
that I bought on February 28, 2019, at your store located at 1616 Sixteen
Avenue. Though the kettle looks fine, it leaks when filled with water.
When I attempted to return it to the store on March 2, 2019, the
employee on duty, George Burns, told me that he would not accept the
item because he didn’t see any damage.
To resolve the issue, I would like you to refund the full amount that I paid
($29.86, including tax) to my Frequent Customer account. I am enclosing
a copy of the original receipt.
I look forward to your reply. Please contact me at the address above or
by telephone at (555) 555-5555 within the next two weeks.
Sincerely,
Jason Brooks

10. Helpful Tips For Writing Complaint Letter
• Try to keep your complaint letter as brief as possible.
• Be careful not to lose your main points in a long letter.
• Be clear and straight forward.
• Try not to repeat your self.
• Once you have explained your concerns politely, explain what you would like to
achieve as a result of your complaint.
• Make sure letter is dated and signed.
• Keep a copy of letter.

11. Effective Complaint Letters Should Be:
Concise - can be understood quickly.
Authoritative - are well written and professionally presented.
Factual - enable the reader to see immediately the relevant details, dates,
requirements.
Constructive - with positive statements, suggesting positive actions -
encourage action and quicker decisions.
Friendly - with a considerate, cooperative and complimentary tone because
the reader responds positively to the writer and wants to help.

12. Thank You