A business complaint letter template is a letter which a customer uses to address any dissatisfaction experienced because of bad service or poor performance of a product. Usually, these products or services which are sold by the product or the service provider, come with standard warranty or quality standards. It can also be written if you are unsatisfied with the work of any employee. Perhaps, business complaint letter templates are used to write when your verbal complaints have gone unheard and you need something solid so that action is taken by them. The information that you give in your complaint letter can be used by the business, supplier or the service provider to improve their work or products. Your letter can either be short or long, depending on the complaint you have. You can also make your business complaint letter lighthearted and amusing if the complaint you have isn’t too serious or harmful.
Steps for Writing a Business Complaint Letter:
Following are steps to write an business complaint letter:
Details about the Product: You should start your letter by telling them what product you purchased from their organization or what services you are getting from them. You can also mention how the payment was made and if you have any documents to prove it.
Explain Your Dissatisfaction: Briefly explain in your letter how you have experienced inconvenience with their product or service. What is the problem with the product or what’s not working?
Asking them to Resolve the Problem: You should ask the staff who deals with the complaints department to resolve your problem and help you with getting the product to work well or replace it if needed, and if the complaint is about any service, then they should fix it as soon as possible.
External Agencies: You can also add in your letter that if your request goes unheard then you will move your complaint to external agencies for justice because it is your right.
Usually, the solution that you have to solve the problem is addressed at the end of the business complaint letter.
Tips for Writing a Business Complaint Letter:
The tips to write an efficient and good business complaint letter are:
• Directly Express your Inconvenience: You should directly get to the point in a business complaint letter without giving unnecessary details. You should keep your letter as short as possible.
• Know Whom to Send the Letter: You should make sure that you know whom to send the letter to their organization. Sending a letter to someone at a higher position when you have a major issue can help you in getting your problem fixed sooner and if you don’t know anyone from that position from their organization, then you should send the letter to the staff that’s dealing with complaints.
• Request in Polite and Calm Tone: It is important to keep your tone polite and respectful. You should not let your anger get the best out of you in the complaint letter. Staying calm and kind will make them understand your situation better and they will be happy to help you out.
