6.1   Example of a letter of complaint

(Your address)

(Date)

(Fax/telephone number)

(e-mail address)

 

(Name of contact person)

(Title)

(Company name)

(Street address)

(Postal code)

(Fax/telephone number)

(e-mail address)

 

Dear (contact person)

 

UNSATISFACTORY PRODUCT OR SERVICE (STATE PROBLEM BRIEFLY)

 

Last week I purchased (or had repaired) a (name of the product with serial or model number or service performed). I made this purchase at (location, date, and other important details of the transaction).

 

Unfortunately, your product has not performed satisfactorily [or the service was inadequate because (state the problem clearly)].

 

To solve the problem, I would appreciate it if you would (mention the specific action you want). Enclosed are copies of my records (receipts, guarantees, warranties, cancelled cheques, contracts, model and serial numbers, and any other documents).

 

I look forward to your reply and the resolution of my problem, which I anticipate should be accomplished within (set time limit e.g. two weeks) after which time I shall consider seeking third-party assistance. Please contact me at the above address or by phone at (home and office numbers – with area codes).

 

Yours faithfully

(Your signature)

(Your name – printed for clarity)

(Your account number, if appropriate)

 

KEEP COPIES OF YOUR LETTER AND ALL RELATED DOCUMENTS AND INFORMATION FOR FUTURE REFERENCE