Complaint letters can produce immediate results if used properly and it should persuade the recipient of the letter to take immediate action to solve the problem. Find the right person and direct the letter to them. Don't send it through email as it may go unnoticed. A complaint letter should not exceed more than a page. So keep it as short as possible but be specific and stick to the facts. While ending your letter thank the reader for the time and don't forget to include your telephone number, so that they can contact you if necessary. Lastly, be sure to keep a copy of the letter for yourself as reference.
Sample Usage
10 July, 2008
M/s. Apoorva Agencies
Patel Road
New Delhi - 1
Subject: Half-filled Cylinder.
Reference: Gas Connection No.2424
Dear Sir/Madam,
The gas Cylinder delivered to us last evening at 7.45 p.m. seems half-filled because it seems to be lighter in weight than usual and its paper seal was torn. The man scurried for immediate payment as he was already late and did not permit my wife to see anything.
The fact was noted immediately after payment and my daughter called him back from street, but he ran away. He gave his name as Yogesh. My wife tried to contact your office on telephone but there was no response.
Thank you for taking the time to read this letter. I have been a satisfied customer of your agency for many years and this is the first time I am facing this kind of problem. So please enquire into the matter. If you need to contact me you can reach me at 9023456781.
Yours faithfully,
Tilak
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