Sample letters of complaint
Writing a letter of complaint
When you have a problem with faulty goods or services it is a good idea to put the details of your complaint in writing. It confirms anything you have said to the trader; it is often the best way to refer the matter to a company's head office and in some cases it may be the only way to contact a mail order company.
Checklist for your letter
- Make sure you write to the correct address.
- Include copies (not originals) of any supporting documents such as receipts, other proof of purchase, invoices etc.
- Quote any customer/order/reference numbers.
- Be specific. Quote important facts and events.
- Be clear about what you want the trader to do to resolve your complaint.
- Set a deadline for a response from the trader and stick to it.
- If you have any evidence to support your claim e.g. reports, send a copy with the letter.
- Act quickly - delaying can affect what you might be entitled to.
- Be persistent. If you don't get a reply, write again and if need be address it for the attention of someone in higher authority such as the general manager or managing director of the company.
- Always keep copies of any letters and documentation you send.
Download a template of the letter you want to use in MS Word format
- Rejecting goods - 19KB
When rejecting goods and asking for a refund. - Faulty goods - 20KB
When goods are faulty and you are requesting a repair - Unsatisfactory services - 20KB
When work done is found to be unsatisfactory. - Rejecting goods bought on credit - 20KB
To a finance company rejecting goods and asking for a refund. - Faulty goods bought on credit - 20KB
To a finance company to use when goods are faulty and you are requesting a repair. - Unsatisfactory services bought on credit - 20KB
To a finance company when work done is found to be unsatisfactory. - Final reminder - 20KB
Deadline letter for action before court proceedings.
This page was last updated on 24 October 2007
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