Credible Sample Letter of Complaint About the Quality of Service

| September 1, 2012 | 0 Comments

This sample letter of complaint about the quality of service can help you to get the result you deserve. There is nothing worse than hiring a company to provide a service only to end up with inferior workmanship or an uncompleted job. This happens more often that is acceptable, but there are certain steps you can take to remedy the situation. One is writing an effective letter of complaint. Such a letter however must contain details regarding the service the company failed to deliver, and must contain cross references to the written contract or agreement you signed with the service provider. To ensure a speedy and effective resolution of the situation, use our sample letter of complaint about the quality of service.

Making the Best Use of Our Sample Letter of Complaint About the Quality of Service

Understanding its structure and format, is the key to making the best use of our sample letter of complaint about the quality of service. Complaint letters are considered official business documents, and so must be formatted appropriately. The easiest way to do this is to use the block style, one of the most widely accepted formats for composing business correspondence. The block style takes its name from the manner in which all of the text is written in sections or “blocks,” and aligned to the left margin of the page. This also makes it easy to edit; with a bit of cutting and pasting you can insert your own details for those contained in our sample letter of complaint about the quality of service.

Once you understand the formatting, you can Download Our Sample Letter of Complaint About the Quality of Service and edit it on your own computer in Microsoft Word or similar program.

Our sample letter of complaint about the quality of service begins with the correct addressing. Your contact information will appear first, followed by the date, the name and contact details of the reader, and the salutation or greeting in the following way:


Jennifer Jones
19 East Street
Hampton, NY 20002
Tel: 212-467-5232

November 11, 2005

Terra-Cotta Tile Company
Customer Care Department
53 Washington St.
New York, NY 20001

Re: Tile Installation

Dear Sir or Madam,

In the body of our sample letter of complaint about the quality of service we must address the exact issues we had with the service. When doing so you must be as detailed as possible, referring constantly to any contract violations and identifying the clause in the contract that was not honored.

While it is tempting to express anger, it is best to keep the tone of your letter courteous and professional. This shows that you are a reasonable person who is willing to give them the opportunity to correct their mistakes, and will more likely get you faster results than a nasty, venom-filled letter would. Here’s how we do this in our sample letter of complaint about the quality of service:

On September 7, 2005 I signed a contractual agreement with your company to have terra cotta tile installed around my swimming pool. The contract stipulated in Paragraph 4(a) that the job would be completely finished by October 19, 2005.

On commencement of the job your supervising installer Mr. Ken Jones told me that you did not have enough of the tile I wanted in stock, but he assured me that the remainder could be ordered in time to honor the completion date.

I have enclosed a copy of the contract, and highlighted Paragraph 4(a) which records the agreed completion date. Unfortunately, the job is still not finished, and I cannot use my swimming pool area as only half of the tile is laid.

I visited your showroom at 53 Washington St. on September 24 and again on October 1 to inquire about the lack of progress. I spoke with the salesperson who sold me the tile – Mr. Robert Moran, who told me there was a delay with the shipment. He subsequently telephoned me on October 5th to inform me that the tile had arrived, but I have still not seen your installation team.

Considering that the tile has been in your possession for over a month and your team have not returned to the job, I believe you are in violation of our contract, and as stipulated in Paragraph 9 (a) I should be reimbursed in the sum of $2900 – the 15% penalty for failing to finish the job by the agreed time.

I appreciate your prompt attention to this matter, and may be contacted at 212-467-5232 if you would like to further discuss this matter.

Sincerely,

Jennifer Jones

Once you are ready to compose your own complaint letter you can Download Our Sample Letter of Complaint About the Quality of Service and edit it to include your personal details.

Tips and Useful Sentences You Can Use with our Sample Letter of Complaint About the Quality of Service:

  • Type your letter instead of writing it by hand – this imparts a professional and serious tone to your complaint.
  • Include all the facts you can think of; dates, locations, contractual clauses, names of service people involved etc.
  • Be truthful and don’t embellish the facts to try and make the situation worse than it is. This could lead to legal troubles.

Category: Letters of Complaint

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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