This is the correct business format for a complaint letter to another company. Use your words with caution because people are often funny about their money.
Tips and suggestions to keep in mind:
Keep in mind that Business Writing is all about “getting to the point”
Think about what you want to say before you start writing and clarify the facts.
Be objective and considerate throughout the letter, even if you feel angry.
Your letter will include the following:
2. The complaint
3. Reason for complaining
4. The amount to be reimbursed
5. How long are you willing to wait (please be reasonable)
6. Reason you should be reimbursed
7. “Thank you”, as well as all attachments, such as statements, receipts, etc.
Remember to send copies of the receipts, not the originals. However, the original letter that you write and sign must be sent to the recipients. Make a copy for your records.
If you don’t get the response you wanted, you can consider writing a second letter in a firmer tone, or you can reach out to the next person in your chain of command.
Your number and postal address
Your city, your state Zip code
Phone: your contact number
Email: your email
Your name, company title
The street number and address of your business.
Your city, state, and zip code
Dear Mr. Name,
It has been great for my company to use your services for many high quality window and door projects. I have always been satisfied with your services, however I am writing to you with a concern that I hope you can address.
My company ordered from Custom Wood on July 2 by phone. We asked for custom made double glazed oak French doors. When they arrived on July 25, my carpenter informed me that the doors were cut too small. Instead of measuring a total of 11 feet by 8 inches, the doors measured 11 feet by 4 inches.
After waiting three weeks for the door to remodel a kitchen, it was obvious that customers weren’t going to wait any longer to have their kitchen finished. My carpenter was able to correct the error and did so at the cost of $ 455.50.
I request that Custom Wood reimburse the $ 455.50 paid to repair doors mistakenly shipped to my company. I am enclosing the carpenter’s invoice and would appreciate immediate attention to this matter.
I would like to continue doing business with your company as I have always been very satisfied in the past. Thanks for your time.