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Complaint Letter Sample
by Richard Hill, Ph.D.
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COMPLAINT LETTER SAMPLE
The complaint letter sample and instructions below can help solve
many disputes without having to hire a lawyer. What lawyers do
most often for the $200 an hour you pay them is write complaint
letters that usually solve the problem without a lawsuit. So why
not use this complaint letter sample and guide and write your
own complaint letter. Sample and save!
Examples of problems this complaint letter sample can help you
solve:
- Bills you don't owe: Problems with the phone company,
credit card bills, etc.
- Convenience gone wrong: problems with mail order, CD
clubs, etc.
- Housing Headaches: getting back a security deposit,
etc.
- Bureaucracy Blues: Problems with government offices,
financial aid etc.
Complaint letter Sample Content:
Four paragraphs to solving your problem
Complaint letter sample, paragraph 1: State Problem
and Ask For Help
Say you're a customer and state the problem (no
details yet) and ask the person to help. Use a friendly tone.
Until proven otherwise, assume the person you're writing to wants
to help you.
Complaint letter sample, paragraph 2: All the
details; just the facts
Say what happened in chronological order: dates, prices, and
names. If your paragraph gets long, split it into two paragraphs,
2a and 2b. Don't waste time saying how angry you are. The point
is to get the problem solved. Include copies of all receipts,
orders, and other related paperwork.
Complaint letter sample, paragraph 3: Say exactly what you
want. Hint that you won't give up.
Tell the person you're writing to exactly what you want done
to solve the problem. This step is crucial---don't assume that
they will give you what you want if you don't tell them. Also,
get across the idea that you will pursue other means of solving
the problem if the person you're writing to can't help you. However,
maintain your friendly tone; don't threaten.
Complaint letter sample, paragraph 4: Thanks and look forward
to future business
The "kiss off." Thank the person for their consideration.
Look forward to good business relations in the future.
COMPLAINT LETTER SAMPLE TEXT, USING THE GUIDELINES
Veronica Lodge
Customer Service Manager
BFD CD Club
1345 Enterprise Rd.
Indianapolis, IN 46999
Dear Ms. Lodge,
Complaint letter sample, paragraph 1: State Problem and Ask
For Help
I have been a satisfied BFD customer for a year, but lately I've
received CDs I didn't order and bills for other CDs I never received.
I understand that orders sometimes get confused, and I know you'll
be able to straighten out my account.
Complaint letter sample, paragraphs 2a and 2b: All the details;
just the facts
I ordered "Best of the Nineties." on August 30. On
September 14 I received "Best of the Seventies," which
I never ordered. Two weeks later, I got a bill for $49.76 for
"Best of the Sixties," which I also never ordered. On
October 5 I called your customer service number, and talked to
a rep named Larry. Larry said I should send back "Best of
the Seventies" with a note and payment for "Best of
the Nineties", and that he would straighten out the billing
and be sure I got the right CD. I sent the package (it cost me
$3.76 in postage). I sent it to "ATTN Larry" as instructed,
and included a note asking for an exchange to "Best of the
Nineties. I've attached copies of all this correspondence.
It's been two months now and I still haven't received "Best
of the Nineties." I did, however, get "Best of the Fifties"
which I never ordered and a letter (copy enclosed) threatening
to take me to collections if I don't pay $169.38 for "Best
of the Sixties," "Best of the Seventies," and "Best
of the Fifties."
Complaint letter sample, paragraph 3: Say exactly what you
want. Hint that you won't give up.
My aunt is a legal secretary, and she says I don't have any legal
obligation to pay anything to you, and that I could sue you in
small claims court. But I would rather solve this matter without
such drama. So I'm asking that you (1) Send notification that
I have a zero balance, since I did pay you for the CD I ordered.
(2) Send me "Best of the Nineties" that I paid for (3)
Give me an account credit for the $3.76 postage I incurred already
and the $3.76 postage it will cost me to send back the other CD
I didn't order (total $7.52).
Complaint letter sample, paragraph 4: Thanks and look forward
to future business
I appreciate your help in untangling all this, and I look forward
to being a happy member of the club once again.
Sincerely,
Richard Hill (Member # 22394959695948383092)
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