Sample Letter of Complaint #1

Letterhead or Return Address

Recipient's Address

Date

Attention: G. Smith, VP of Customer Relations

Dear G. Smith:

On August 19, 2005, I purchased a widget at Widget Store, 111 Main Street, Big City. On August 20, I returned the widget to your customer service department because it was missing Part #32 and could not be assembled. Your customer service representative ordered the missing part from your warehouse, telling me it would arrive within ten days.

Two months later, it has not arrived. I contacted your customer service department on August 30, September 15, October 1, and October 20th. On each of those occasions, your customer service representative assured me that the missing part is en route from your warehouse.

Today, I asked that my money be refunded since I am unable to use the widget without the missing part. Your customer service representative told me that it is not store policy to refund my money because I opened the package and partially assembled the widget.

I am writing you to request that my money be refunded in full. I cannot use the widget without the part that is missing.

I can be reached at the address given above, or by telephone at (555) 555-5555.

Yours truly,

signature

Dissatisfied Customer

Sample Letter of Complaint #2

home/business address and phone number

name and address (for example to a service manager)

date

Dear (name):

Outstanding service problem - contract ref (number)

I’d like your help with this but I doubt if you’ll do anything. 

Your repairman called for the third time in the past 10 days to repair our washing machine at the above address, and I am still without a working machine.  Doesn’t this repairman know what he’s doing?

He was unable to carry out the repair once more because the spare part was again not compatible. (I attach copies of the service visit reports if you’re able to read).

Your engineers have been incompetent as usual.  Without the correct parts they can't do the job required.  You company doesn’t offer good repair service.

I demand that you look into this to ensure that the next service visit, arranged for next Monday, resolves the matter.  Telephone me to let me know how you'd like to deal with this. 

When the matter is resolved I demand a suitable refund of some of my service contract costs, or else!

I hope your repair services improve in the future.

Disgusted,

signature

J Smith (Mrs)

Enc.

Sample Letter of Complaint #3

home/business address and phone number

name and address (for example to a service manager)

date

Dear (name):

Outstanding service problem - contract ref (number)

I really need your help with this.

Your engineer called for the third time in the past 10 days to repair our washing machine at the above address, and I am still without a working machine.

He was unable to carry out the repair once more because the spare part was again not compatible. (I attach copies of the service visit reports).

Your engineers have been excellent as always, but without the correct parts they can't do the job required.

Can I ask that you look into this to ensure that the next service visit, arranged for next Friday, resolves the matter.

Please telephone me to let me know how you'd like to deal with this.

When the matter is resolved I'd be grateful for a suitable refund of some of my service contract costs.

I greatly appreciate your help.

Yours sincerely,

signature

J. Smith (Mrs.)

Enc.