A business complaint letter is written to convey dissatisfaction experienced due to poor service or product performance by a customer to the service provider/ seller. The complaint letter is usually written after repeated verbal requests go unheeded.
Business Complaint Letter Writing Tips:
- Start by specifying about the product purchased or service availed from the organization in question. Mention about payments made if any and support with document.
- Briefly explain how you have been inconvenienced/ dissatisfied by the service of the organization.
- Ask the concerned staff to intervene and resolve your problem.
- End by stating that you will move external agencies for justice if your requests go unheeded.
Utilize our expertly crafted business complaint letter template to convey your issues with clarity and professionalism. Make your voice heard in the business world.
Business Complaint Letter Template
__________ (your name)
__________
__________
__________ (your address)
To,
__________ (name of recipient)
__________ (designation)
__________ (name and address of organization)
__________
Date _________ (date f writing letter)
Dear Mr/Mrs. __________ (name of recipient)
I had availed ………………….(specify if you purchased a product or service from the organization and mention clearly about payments made if any) .
……………………… (briefly explain the cause for your inconvenience/dissatisfaction ) I have suffered immense mental and physical strain.
I need your office to intervene immediately and sort out this issue. Not only do I want demurrages for ………………….(mention the cause), but a suitable compensation for inconveniencing me ………………… failing which I will have to move the consumer-court for justice.
Please expedite and resolve my problem at the earliest.
Thanking You
__________ (your name)
Business Complaint Letter Sample, Email and Example/Format
Sample
From,
Cindy Frederick
45, Eastern Towers
Cleveland
To,
Edward Silverstone
Freight Manager
Shell Packers and Movers
Capetown
21 September2013
Dear Mr. Silverstone,
I had availed Packing and Moving Services from your company for my house-hold goods from Capetown to Cleveland by road on 2 September2013. I made a payment in advance of $1,200, a copy of which is attached.
The delivery date for my goods was 06 September 2013, but the same was completed on 18 September 2013; a delay of twelve days.
I had to rent essential items for this interim period and endured unexpected financial expenditure. I have suffered immense mental and physical strain.
Instead of an apology from your representative; I was asked to make the remaining payment of $550 without which he refused to offload my goods.
I need your office to intervene immediately and sort out this issue.
Not only do I want demurrages for the delayed delivery, but a suitable compensation for inconveniencing me in these twelve days failing which I will have to move the consumer-court for justice.
Thanking You
Cindy Frederick’
Email Format
From:
Peter Cage
Royal Paradise Hotel,
Elms Street,
Avenue Road,
New York
To:
Mr. Symonds Grace
Director,
Crystal Building and Construction Company,
New York
18th June, 2010
Ref: Complaint regarding the work carried out
Dear Mr. Grace,
Kindly refer to my letter dated 26th April 2010. I had sent a written complaint that the renovation work carried out in my hotel has not been finished in the stipulated period. The work in the kitchens has not been done according to the specification that was given. The work in the suites too has not been finished yet.
It has been causing me great worry and trouble as I have already fixed the date of the inauguration ceremony and the invitations have been sent. 80% of the bookings for the rooms have already been done.
The date was fixed after I got the assurance that the work will be completed in the given time.
In my previous letter, I had already brought this in your notice that still some amount of work is left. I was again promised that the work will be finished in the given time but it was not so.
I am, therefore, bringing in your notice that if the renovation is not complete in the stipulated period I will have to face a lot of hassles in postponing the inauguration date and also suffer losses as I will also have to cancel the bookings.
I hope that necessary steps will be taken to complete the work.
Thanking You,
Yours sincerely,
Peter Cage,
Manager.
Why Business Complaint Letter
- Addresses Business Issues:
- A Business Complaint Letter is crucial for addressing specific problems or disputes between businesses, such as delivery delays, poor quality of service, or contractual breaches.
- Provides Formal Documentation:
- By sending a Business Complaint Letter, you create formal documentation of the complaint, which can be referenced in future discussions or legal proceedings.
- Encourages Prompt Resolution:
- A Business Complaint Letter encourages prompt action by clearly outlining the issue and requesting a resolution, which helps in resolving disputes efficiently.
- Maintains Professionalism:
- Writing a Business Complaint Letter ensures that concerns are communicated professionally, maintaining a business-like tone that is appropriate for formal business interactions.
- Facilitates Communication:
- A Business Complaint Letter facilitates effective communication between parties, providing a clear and concise account of the problem and expected outcomes.
Importance of Business Complaint Letter
- Ensures Formal Record:
- The Business Complaint Letter is important as it ensures there is a formal record of the complaint, which is essential for tracking the issue and seeking redress if necessary.
- Promotes Accountability:
- A Business Complaint Letter is vital for promoting accountability within business transactions, ensuring that issues are addressed and resolved by the responsible parties.
- Supports Conflict Resolution:
- Sending a Business Complaint Letter supports conflict resolution by formally presenting the issue and requesting specific actions to resolve the problem, leading to a structured resolution process.
- Enhances Professional Relationships:
- By addressing issues through a Business Complaint Letter, businesses can maintain professional relationships by resolving disputes in a formal and respectful manner.
- Provides Evidence for Legal Actions:
- If necessary, a Business Complaint Letter serves as evidence in legal actions or disputes, supporting claims with documented proof of the complaint and correspondence related to it.