Complaint Letter - Product

The document titled 'Complaint Letter - Product' is a formal letter written by an individual or a company to express their dissatisfaction or complaint regarding a product. The letter is addressed to the recipient, who may be a supplier, manufacturer, or any other party responsible for the product in question. The importance of this document lies in its ability to communicate the concerns and grievances of the sender in a clear and professional manner.

 

The entire document consists of several sections, each serving a specific purpose. The first section includes the sender's contact information, such as their job title, company name, address, telephone number, and email address. This information helps establish the sender's identity and facilitates further communication.

 

The second section is the salutation, where the sender addresses the recipient by their first name. This creates a polite and personal tone for the letter, setting the stage for the complaint to be expressed.

 

The main body of the letter is where the sender explains the reason for their dissatisfaction. In this case, the sender mentions that they have not placed any recent orders with the recipient and proceeds to highlight a specific incident that caused annoyance. The sender recalls two previous orders, one for £274 and another for £142, which were delivered together but charged separately for carriage cost. The sender acknowledges that the orders were submitted on different forms but argues that they could have been treated as one, considering they were placed on the same day and delivered simultaneously. The sender expresses disappointment in the recipient's ungenerous treatment of a regular long-standing customer.

 

The letter concludes with a closing remark, where the sender invites the recipient to provide their comments on the matter. The sender signs off with their first name and last name, along with their job title and company name, to add credibility to the complaint.

 

In summary, the 'Complaint Letter - Product' document serves as a means for individuals or companies to express their dissatisfaction with a product and seek resolution. It follows a formal structure, including sections for contact information, salutation, main body, and closing remark. The letter aims to convey the sender's concerns in a detailed and professional manner, highlighting a specific incident that caused annoyance and requesting the recipient's comments on the matter.

How to use this document?

1. Provide contact information: Fill in the sender's job title, company name, address, telephone number, and email address in the respective fields. This ensures that the recipient can easily identify and contact the sender if needed.

2. Address the recipient: Begin the letter with a polite salutation, addressing the recipient by their first name. This creates a friendly and personal tone for the complaint.

3. Explain the reason for dissatisfaction: Clearly state the specific incident or issue that has caused dissatisfaction. In this case, mention the previous orders of £274 and £142, which were delivered together but charged separately for carriage cost.

4. Justify the complaint: Provide a logical explanation for why the orders could have been treated as one, emphasizing factors such as them being placed on the same day and delivered simultaneously. This highlights the recipient's ungenerous treatment of a regular long-standing customer.

5. Request recipient's comments: Conclude the letter by inviting the recipient to share their comments on the matter. This shows a willingness to engage in a dialogue and seek resolution.

6. Sign off with credibility: End the letter with the sender's first name, last name, job title, and company name. This adds credibility to the complaint and reinforces the sender's identity.

Note: It is important to maintain a professional and respectful tone throughout the letter, focusing on the specific issue at hand rather than resorting to personal attacks or emotional language.