If you have a complaint, it’s important to express it. One way to do this is to write a short complaint letter. In this article, we’ll provide examples and tips for writing a short complaint letter effectively.
Examples of Short Complaint Letter
Wrong Product Received
Dear Sir/Madam,
I recently received an order from your company, but I’m disappointed to say that I received the wrong product. I had ordered a blue iPad case, but I received a red one instead. I would appreciate it if you could send me the correct item as soon as possible.
Thank you for your attention to this matter.
Sincerely,
[Your name]
Delayed Delivery
Dear [Company Name],
I’m writing to express my disappointment with the delayed delivery of my order. I made the purchase two weeks ago and the expected delivery date was last week, but I still haven’t received the item.
I would appreciate it if you could look into this matter and provide me with an update on the delivery status. I’m looking forward to hearing from you soon.
Best regards,
[Your name]
Poor Customer Service
Dear Manager,
I had called your customer service regarding an issue with my recent purchase. However, the representative I spoke to was unhelpful and rude. I was dissatisfied with the way the issue was handled and would like to bring this to your attention.
I hope that you will take the necessary steps to ensure that your staff provides better customer service in the future.
Thank you for your attention to this matter.
Sincerely,
[Your name]
Wrong Billing Amount
Dear Billing Department,
I just received my bill and noticed that the amount charged is incorrect. I believe I was overcharged for the services provided. I would appreciate it if you could correct the bill and issue a statement with the correct amount.
Thank you for your help in this matter.
Best regards,
[Your name]
Defective Product Received
Dear [Company Name],
I’m writing to inform you that I received a defective product from your company. I had purchased a laptop, but the one I received has a broken screen. I would like to request a replacement as soon as possible.
I hope that this issue can be resolved quickly, and appreciate your attention to this matter.
Best regards,
[Your name]
Unsatisfactory Service Quality
Dear Manager,
I’m writing to express my disappointment with the service quality in your establishment. The food was not prepared to my liking and the server was unattentive. I believe that the service I received did not meet the standards of your restaurant.
I hope that you will take the necessary steps to improve the quality of the service provided by your establishment in the future.
Thank you for your attention to this matter.
Sincerely,
[Your name]
Related Tips for Writing a Short Complaint Letter
Tips for Writing an Effective Short Complaint Letter
When writing a short complaint letter, keep these tips in mind:
- Be concise and to the point.
- State the problem clearly.
- Include any relevant information such as order numbers or product names.
- Provide a clear resolution or request.
- Use a polite and professional tone throughout the letter.
- Proofread your letter before sending it.
Frequently Asked Questions
What should I do before writing a complaint letter?
Before writing a complaint letter, you should gather all the relevant information such as order numbers, product names, and dates. You should also be clear about what you want as a resolution or request.
How do I address the recipient in a complaint letter?
Use a formal salutation such as “Dear Sir/Madam” or “To Whom It May Concern” if you don’t know the name of the recipient. If you do know the name, use it along with a respectful title such as “Mr.” or “Ms.”
What should be included in the body of a complaint letter?
The body of a complaint letter should clearly state the problem and provide any relevant information. You should also include what you want as a resolution or request. Be polite and professional throughout the letter.
How long should a short complaint letter be?
A short complaint letter should be around 40 to 50 sentences long. Be concise and to the point.
Should I include any supporting documents with my complaint letter?
If you have any supporting documents such as receipts, order confirmations, or photos, you can include them with your complaint letter. However, make sure they are relevant and necessary to support your claim.
What should I do after sending a complaint letter?
After sending a complaint letter, you should wait for a response from the recipient. If you don’t receive a response within a reasonable amount of time, you can follow up with a phone call or email.
Conclusion
A short complaint letter can be an effective way to express your dissatisfaction with a product or service. By being clear, concise, and polite, you can increase the chances of getting a resolution or response from the recipient. Keep these tips and examples in mind when writing your own short complaint letter.