Complaint Letter - Service

The document titled 'Complaint Letter - Service' is a formal letter written to address a discrepancy in the invoice received for services rendered. The importance of this document lies in its ability to communicate the issue to the service provider and seek a resolution.

 

The entire document consists of several sections, each serving a specific purpose. The first section includes the sender's contact information, such as the account job company, account job address, telephone number, and email address. This information is crucial for establishing the identity of the sender and ensuring effective communication.

 

The second section is the salutation, where the sender addresses the recipient by their first name. This sets a polite and professional tone for the letter.

 

The third section provides a brief introduction to the purpose of the letter. It states that the sender has received an invoice for the services rendered but noticed a discrepancy in the invoice rate compared to the price quoted in the previous quotation. This introduction serves to inform the recipient about the issue at hand.

 

The fourth section elaborates on the details of the agreement between the sender and the recipient. It mentions that the agreed charge/rate/commission should be a specific amount or percentage per hour/order, with a discount also specified. However, the received invoice shows a different rate, resulting in a significant difference in the total amount due. This section emphasizes the importance of adhering to the agreed terms and highlights the discrepancy.

 

The fifth section requests the recipient to re-calculate and re-issue a revised invoice reflecting the correct amount. It also mentions the sender's intention to make payment unless instructed otherwise. This section conveys the sender's expectation for prompt resolution and provides a solution-oriented approach.

 

The sixth section presents a potential consequence if the issue is not resolved satisfactorily. It states that if the recipient insists on the incorrect invoice amount, the sender would have no choice but to find another service provider. This section highlights the sender's dissatisfaction and the potential impact on the business relationship.

 

The final section concludes the letter with a polite closing and the sender's name, job title, and company. This section reiterates the sender's professionalism and willingness to resolve the issue amicably.

How to use this document?

To effectively use the 'Complaint Letter - Service' document, follow these steps:

1. Provide your account job company, account job address, telephone number, and email address in the designated fields. This ensures that the recipient can easily identify and contact you.

2. Address the recipient by their first name in the salutation. This sets a polite and respectful tone for the letter.

3. Begin the letter by briefly explaining the purpose of the letter. Mention that you have received an invoice for services rendered but noticed a discrepancy in the invoice rate compared to the previously quoted price. This sets the context for the issue you are addressing.

4. Elaborate on the details of the agreement between you and the recipient. Clearly state the agreed charge/rate/commission per hour/order and any applicable discounts. Emphasize that the received invoice shows a different rate, resulting in a significant difference in the total amount due. This highlights the discrepancy and the importance of adhering to the agreed terms.

5. Request the recipient to re-calculate and re-issue a revised invoice reflecting the correct amount. Mention that you intend to make payment unless instructed otherwise. This conveys your expectation for prompt resolution and provides a solution-oriented approach.

6. Express your dissatisfaction and potential consequences if the issue is not resolved satisfactorily. State that if the recipient insists on the incorrect invoice amount, you would have no choice but to find another service provider. This highlights the seriousness of the issue and the potential impact on the business relationship.

7. Close the letter with a polite closing, such as 'Sincerely yours,' followed by your account first name, account last name, job title, and company. This reiterates your professionalism and willingness to resolve the issue amicably.

By following these steps, you can effectively use the 'Complaint Letter - Service' document to address the discrepancy in the invoice and seek a resolution with the service provider.