Customer Complaint Letter

A customer complaint letter is written by an unhappy customer to a company whose product or service he has been using and is not satisfied with it.

"Customer is the King". Only those companies that believe in this philosophy can survive in the long run. Going by this, it is most essential and in the best interest of the company to keep the customer satisfied. In today's cut-throat competition, a company needs to maintain a proper, two-way channel of communication between the customer and itself. This will help in knowing more accurately the customers' choice, needs and preference regarding the products and services. Based on such research, new, better and more efficient products can be launched in the market thus adding more satisfied customers to its credit.

But sometimes, there may emerge discrepancies due to an unexpected fault in the product or a bad service or misbehavior on the part of the company salesman/ representative. In such cases, the customer can either make a phone call to a senior manager or address the issue by writing a customer complaint letter to the concerned person. The final objective of such a letter is to get the job done.

Finally, state your demand, whether you want a replacement of the product or a refund of your money.

Customer Complaint Letter Sample

Mathew McLauren
146 Walken Ave
Ansonia, CT 06401
(203) 714-6642
mathew.mclauren@example.com

4th-September-'11

Andy Whiteman (Sr. Sales Manager)
GoConnect Internet
544 Main St
Ansonia, CT 06401
(203) 641-1330
andy.whiteman@goconnect.net

Subject- Complaint about poor internet service

Dear Andy,

This is with regards to the new GoConnect internet connection that I have subscribed to. The unending issues about slow speed and faulty connection are becoming increasingly frustrating and have pushed me to the limits of my endurance. The details of my internet connection are as follows:

Plan-GoConnect 1Mbps Unlimited
Date of Connection- 25th September, '11
Service representative's name- Rob Hermann

I had applied for an internet connection with the above mentioned plan on 24th September, '11, and spoke to your service rep, Bob Hermann in this regard who, the next day, 25th September, '11, visited my place with the modem. I started using the internet from the same evening. But in contrast to the download speed promised to me, i.e. 125 Kbps, I am getting only 64 Kbps. Also my connection gets cut frequently thus disrupting my important work midway. Since the activation of my connection, this has happened more than 10 times.

At the time of applying for the new internet connection, I had explicitly communicated to your service rep that I was an avid downloader and hence needed a plan suiting my heavy downloading needs. And so this plan was suggested to me by Rob Hermann with a promise of 125 Kbps download speed. But I am very sorry to inform you that I am highly unsatisfied with GoConnect's service. I have already asked your company to disconnect my connection to which their reply was that they will resolve this issue within next 12 hours. But nothing has happened till now.

I am writing this letter to you as a last resort and request a quick response and a fast resolution to my problem. Otherwise I will have to get the connection disconnected as a lot of my business related work is also bound to suffer under such circumstances. I hope you understand my problem and will look into the matter as soon as possible.

Yours Sincerely

Signature

Mathew McLauren

Always be very clear with the factual details- date of transaction, time (if possible), contact person, kind of service/ product and its specifications. Always maintain an authoritative tone in your letter but at the same time be polite as you are expecting the receiver of this letter to get the job done for you. Also, you can look for Hotel Complaint Letter and Landlord Complaint Letter for more samples of cover letter.