Effective Example Letter of Complaint About Treatment by Customer Service

| September 7, 2012 | 0 Comments

This example letter of complaint about treatment by customer service can assist you in crafting a complaint letter that delivers results. Due to their nature, complaint letters need to be written with tact and diplomacy. However, you don’t want to take too timid an approach. Big companies have complaint departments that receive hundreds of complaint letters, so you’ll need to keep yours brief and to the point. If you’re writing a complaint to a smaller company however, you have a little room to get creative. The key to writing an effective complaint letter is to be forthright without being offensive. This can be difficult to accomplish, but not if you use our example letter of complaint about treatment by customer service.

Using Our Example Letter of Complaint About Treatment by Customer Service

To make the best use of our example letter of complaint about treatment by customer service, follow the format exactly as it is written. We use the block style in our example, a widely accepted format for business letters. The name is derived from the way the text is written. The text is arranged in sections or “blocks,” each block being separated by a space justified to the left of the page. With a bit of cutting and pasting you can easily substitute your own personal details for those in the example.

Once you’re comfortable with the formatting you can Download this Example Letter of Complaint About Treatment by Customer Service and edit it from your home or office computer.

Our example letter of complaint about treatment by customer service begins with the correct addressing. You first type your name and contact information at the top left of the page, then the date, followed by the name and contact details of the reader, and lastly the greeting or salutation as follows:


Mrs. Margaret Baxter
125 Flower Street
Hartford, CT 00745
Tel: 414-559-6768
Email: mbaxter@email.com

June 19, 2004

Mr. Harold Johnston
Top Tours Travel agency
65 Main St.
Hartford, CT 00718

Dear Mr. Johnston,

In the body of your letter you should get right to the point. Provide any pertinent information such as dates and times of any incident, where it took place (store location or online ordering), the name of the person you spoke with, and your order and/or account number etc.

Remember not to be hostile or offensive, as that will only make matters worse. To get the reader on your side and inspire them to resolve your issue, try to say something positive about your previous experiences with the company if there are any. Sometimes you just catch a customer service agent on a bad day, and the way they behave towards you is not necessarily a true reflection of the company’s usual standard of service, or even that person’s normal demeanor.

Notice the approach we take in our example letter of complaint about treatment by customer service that follows.

First I would like to thank you for organizing such a wonderful trip to Spain for us. We had a wonderful time, the weather was great, and generally everything went smoothly. Unfortunately there is one issue I must bring to your attention – the rude behavior of one of your customer service agents.

One of the hotels that your agency booked for us, the Buena Vista in Seville, was supposed to be a recently renovated Four Star hotel. On our arrival however, the renovations were still in progress, in fact one of the rooms being worked on was the one reserved for us.

The hotel staff put us in another room, but with the renovations going on it was simply too noisy and we had to move hotels, thus incurring an added expense that we had not planned for. In fact the package you sold us was all inclusive. On our return I called your customer service department to inquire about being reimbursed. 

The person I spoke with on the afternoon of June 18, 2004 identified himself as Mark. When I told Mark what had occurred regarding the hotel in Seville, he simply stated, “Well, there’s not much I can do about it now. You should have called us from Seville.” When I proceeded to dispute his remark, he interrupted me and said, “I’m sorry madam but I have real problems to deal with.”

I don’t want to think that Mark’s curtness is a true reflection of your firm’s view of my situation, as I have used your company to plan my vacations for over 15 years and have spoken to other customer service agents who have all been helpful and polite.

I would appreciate if you could call me on 414-559-6768 to discuss a speedy resolution to this matter. I feel that a refund in the amount of $527.98 – the cost of our three nights in the Sun and Sea Hotel and the Taxi fare for getting there from the Buena Vista – would be fair compensation.

Sincerely,

Margaret Baxter

Once you are ready to compose your own letter you can Download This Example Letter of Complaint About Treatment by Customer Service and edit it to include the details of your own complaint or problem.

Tips and Useful Sentences you Can Use with this Example Letter of Complaint About Treatment by Customer Service:

  • Avoid ranting and raving – calmly state the nature of your complaint without being offensive.
  • Include any documentation such as receipts or photographs that can help your cause.
  • Keep your letter concise, factual, authoritative, friendly, and constructive.

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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