The product complaint letter template is a letter which a customer writes to any of the concerned authorities of an organization to let them know about the poor performance of a product sold by them. A product complaint letter can also be written to inform them about delivery of a damaged product. It is written to let the manufacturer or the seller know about the problem they have with the product. This letter is written so they can solve the problem that has occurred with the product or replace it if it’s damaged.
Importance of Product Complaint Letter:
If it is possible you should keep your letter brief and should just write about the product and what problem has occurred and how long you can wait for it to be resolved. If you have made the payment already and the product is damaged, then you can also request them to exchange the product. It is clear that you wrote this letter to get urgent attention from the organization and you want them to instantly investigate the product and see what is wrong or what went wrong. Therefore, remember that every problem can be solved as early as discovered.
Steps for Writing a Product Complaint Letter:
There are chances of a well written product complaint letter being heard more quickly. They follow the steps given below to write a good product complaint letter:
Information About the Product Purchased:
You should start your letter by giving them all the information about the product that you have purchased. You should also add the date of purchase and any warranty that was given with it. You should also include it if you bought the product on cash or credit.
The Problem that You Have:
The next step is to write about the problem you have with the product. Whether it is not working properly or you received as damaged. You should briefly explain it to them.
Mention if the Problem with the Product is Persistent:
You should also mention in your letter if you have been facing the same problem again and again, every time you have tried to use the product. Also mention if the product did not work at all.
Requesting Them to Fix the Product:
At the end of the product complaint letter, you should request the concerned authority to fix the problem with the product and if they can’t fix it, then they should replace the product and send you a new one.
How to Use a Product Complaint Letter?
In a product complaint letter you should state your problem with the bad product in a very respectful manner. If you write your letter in a respectful manner, it is most likely that your letter will be noticed and dealt with as quickly as possible. You should keep in mind this letter should be sent to the organization as soon as you find the problem with the product or you receive a damaged product. And you will receive a reply to the letter you sent from the company to let you know about the decision the company has taken.
Template for Product Complaint Letter
