Author: sample

Nora Roberts

378, Richmond Street

Birmingham.

12^th September, 2009.

General Manager

Mobile Phone Company

Birmingham.

Ref: Defective Series

Dear Mr. Jefferson,

I wish to bring to your knowledge that the handsets delivered to us in the series KL 3800 are all defective.  This series of Mobile handsets was purchased by our company on 2^nd September bearing the transaction code 2345789.

As per our contractual agreement, the handsets should have been checked for all defects before they were dispatched to us.  I regret to inform, that your Quality Control Department did not perform the necessary trials and checks.  This is a serious breach of our agreement.

I request you to look into the matter and send us a replacement at the earliest.  I look forward to your co-operation in the matter so that we can continue to have mutually beneficial business dealings in the future.

Thanking You,

Sincerely,

Nora Roberts

Encl.: Copy of Agreement and Transaction.

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Jane Mc Donald

567, Arlington Street

Princeton

New Jersey

23^rd March, 2008.

Ms. Emily Davis

Customer Service Manager

All-Purpose Products

New Jersey

Ref: Defective Food Processor

Dear Ms. Davis,

I bought Must-Have Food Processor from your company on 12^th March.  The receipt number of the transaction is 12489.  I regret to inform you that it is not functioning properly.  Though the brochure and your salesman had made claims that the jars were made of unbreakable material, I have found some cracks after the first use only.

I have bought various products from you on earlier occasions and this is the first time that I have been so badly let down by your product.  As per my understanding of the Warranty, I am entitled to a full refund, if I am dissatisfied with the product.  Under the circumstances I have no choice but to ask you for a refund of my money.

I am herewith enclosing a copy of the Receipt as well as the Warranty Card.  I request you to kindly take immediate action and initiate the process of refunding my money within one week.

Thanking You,

Sincerely,

Jane McDonald

Encl.: Copies of Receipt and Warranty Card

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Rebecca Jones

567, Arlington Street

Princeton

New Jersey

23^rd March, 2008.

Mr. Edward Martin

Manager-Customer Care Services

Alpha Services

New Jersey

Sub: Formal Complaint about Poor Services

Dear Mr. Martin,

Kindly treat this as a formal complaint about the poor services rendered by your agency on various occasions in the past.  The most recent service which has not met with our expectations was on the 20^th March.

All our earlier complaints have fallen on deaf ears and we are left with no recourse but to lodge a formal complaint with you.  I request you to kindly look into the matter at the earliest and give us a refund of the contractual amount.

I look forward to your cooperation in the matter and wish the matter would be resolved at the earliest.

I am herewith enclosing copies of our agreement, receipts and previous complaints which had gone unnoticed.

Thanking You,

Sincerely,

Rebecca Jones

Encl.:   1.Copy of Agreement

2. Copy of Receipts

3. Copy of Complaints

Download Formal Complaint Letter

(House No. and Street name)

(Name of Place)

Date:

(Name of Recipient)

(Designation)

(Name of Company)

(Place)

Ref: (Nature of Complaint)

Dear Mr. /Ms. (Roberts),

I wish to bring to your notice the (nature of complaint).  The transaction details of the aforesaid are as follows, (Name of Product), (Receipt Number) (Date of Transaction).

I request you to kindly take (the particular action) and replace/rectify/refund the money. (as is applicable)

I am herewith enclosing a copy of the transaction for your records and request you to attend to the complaint and take suitable action within (a particular time-frame).

Thanking You,

Sincerely,

(Signature of Sender)

(Name of Sender)

Encl.: Name the enclosures.

Download Complaint Letter Template

Address of Sender

Date

Name of Recipient

Designation

Department

Address

Ref:  Nature of Complaint

Dear Mr. /Ms. (Jones),

First Paragraph: Direct reference to the nature of complaint quoting reference of transaction/receipt number etc.

Second Paragraph: The kind of action solicited to rectify/replace or redeem the situation.

Final Paragraph: Give a suitable time-frame within which you expect the problem to be sorted out.

Thanking You,

Sincerely,

(Signature of Sender)

Name of Sender

Encl.: Name the enclosures included to substantiate your case.

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Rebecca Wills

567, Arlington Street

Princeton

New Jersey

23^rd March, 2008.

Manager

Alpha Products

New Jersey

Sub: Defective Product

Dear Mr. Jones,

I wish to bring to your notice the defective product delivered to us after we ordered through your tele-ordering service.  The receipt number of the product is 348912 and the date of delivery was 20^th March.

I request you to kindly send a customer service representative from your office to have a look at the product.  Please ensure that the product is either replaced or repaired.

I am enclosing a copy of the receipt for your official records and request you to attend to the complaint within the next few working days,

Thanking You,

Sincerely,

Rebecca Wills

Encl.:  Copy of Receipt.

Download Sample Complaint Letter