Complaint Letter To Service Provider: Whenever you want to solve any problem regarding the company, the first thing you can do is to talk to the representative of the company and discuss that issue. Try to speak to the manager or the owner of the company, and confirm your details by sending them a letter about your conversation.
Also, request a return policy receipt so that you will have proof of your letter’s delivery. Keep the records of your conversation either a phone call, letter, emails or any fax.
Our complaint letter sample for poor customer service can be related to any provider, like car services, beauty or hair treatments, some kind of poor services in hotels, restaurants etc. It should help the servicemen to know your view and also take actions to sort them.
Complaint Letter For Poor Service
TIPS TO WRITE THE COMPLAINT LETTER
BE CONCISE AND CLEAR: make your wordings of sample letter of complaint to management is clear and exact to the point. Don’t manipulate things, give a clear point of your view regarding a thing and make it concise. It should be brief yet comprehensive. It should give all information in short description.
BE REASONABLE: you should mention exactly what should be done. You can also mention that till and for when you can wait for your letter and measures regarding that.
DON’T BE ANGRY OR SARCASTIC: don’t make your letter threatening and angry. Be polite, calm and respectful in your letter. Don’t be sarcastic in your word. Being professional in your tone will always be helpful.
INCLUDE COPIES FOR DOCUMENTS: include your relevant documents with you like conversations, mails orders, warranties, the problem about the products etc.
INCLUDE YOUR INFORMATION: it is also important to include your name and full contact information with address also. Give email id, contact numbers or any query source. So that in their case if they want to contact you, they will call you.
FORMAT OF YOUR LETTER
Your letter should be in a professional way no matter whether it’s a complaining letter or praising letter. it should have a formal format.
Start your letter with your name, complete address and contact details. Then write the date, and after space write the name of the contact person, with his company name, details and contact information (if available).
After that write subject to your letter which will include the reason behind your letter. And then write salutation after that.
Start writing the main body of your letter. This should include any complaint regarding the service provider. Or you can include items name that was not in proper order or wants to replace.
In the end, thanks to them for consideration and write your name with signature.