Sample Complaint Letter

Fortune Goods
317 Orchard Road
Singapore

1 April 2011

Attn: Mr David Choi
Sales Manager
Everlong Batteries
171 Choi Hung Road
Hung Hom
Hong Kong

Dear Mr Choi

Re. Order No. 768197

I am writing to inform you that the goods we ordered from your company have not been supplied correctly.

On 25 March 2011 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.

This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.

I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.

I look forward to hearing from you by return.

Yours sincerely

     J. Wong

J. Wong
Purchasing Officer

Flat 303 Lucky Mansions
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon

1 April 2011

The Administrative Officer
Exhibition Services
Exhibitions International
33 Kadoorie Avenue
Kowloon

Dear Sir/Madam

I attended your exhibition Sound Systems 2011 at the Fortune Hotel from 23 - 25 March and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems. I explain each of the problems below.

Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable. Even after spending several wasted hours trying to register in this way, the computer would not accept my application. I eventually succeeded in registering by faxing you.

Secondly, the exhibition was held at one of Hong Kong's most prestigious hotels, but frankly the venue was better suited to a medium-sized business conference than to a large exhibition open by registration to the public. The lack of space led to serious overcrowding in the venue, particularly at peak visiting times (i.e. lunch times and early evening). On one or two occasions I was also seriously concerned about the physical safety of attendees.

The final point I want to make concerns product information. It is very enjoyable to see and test a range of excellent sound systems, but it is also important to be able to take away leaflets on interesting products, so that more research can be done before deciding which system to buy. However, by the time I attended the exhibition all the leaflets had been taken.

Could I please ask you to look into these matters - not only on my behalf but also on behalf of other attendees, and in fact on behalf of your company, too.

I look forward to hearing from you.

Yours faithfully

Michael Leung

Michael Leung

[Your name]
[Your address]
[Email and/or phone]
[Date]
Dear Manager
RE: FAULTY TELEVISION CABINET
I am unhappy with the quality of a television cabinet I bought at [insert store address] on [insert date] and I am writing to seek a remedy.
The cabinet doors do not open and shut properly and the stain on the cabinet is uneven, with one half darker than the other. The cabinet was delivered on [insert date] and I noticed this problem as soon as I unpacked it from the box.
I feel this is not of acceptable quality and does not match the sample cabinet I was shown in store. I would like you to replace it with one of the same quality and finish as the sample and arrange for return of the faulty cabinet at no cost.
I have attached a photocopy of my receipt as proof of purchase.
I would like to have this problem resolved quickly. If I do not hear from you by [insert date or within 10 days], I will consider lodging a formal complaint with [name of your local consumer protection agency].
I can be contacted on [work phone number] during working hours or after hours on [home/mobile phone number] to discuss this matter further.
Yours sincerely,
[Your name]
Enclosed: Copy of the receipt for television cabinet

[Your name]
[Your address]
[Email and/or phone]
Dear Manager
Re: BRIEF DESCRIPTION OF PROBLEM—REASON FOR WRITING
Tell the business that you have a problem with goods or services that were bought from them and that you are writing to seek a remedy. 
Explain the problem, but just focus on the key details. You should also mention when and where you made the purchase and when you discovered the problem.
Next, outline the steps you may have already taken to get the problem fixed, such as a telephone call or a visit to the store. Note who you spoke to and the results, if any, of your efforts.
Then describe what you would like the business to do about the problem—a refund, a replacement or a similar product to the same value from a different manufacturer.
Be sure to enclose copies of any relevant documentation such as receipts or proof of purchase. 
Finish your letter with a full list of possible contact addresses or phone numbers where you can be contacted, particularly during business hours, and reinforce that you expect to hear from the business within a reasonable timeframe.
Yours sincerely
Your name

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