A letter of complaint, or complaint letter, is normally written to deal with a problem situation when other attempts (i.e. phone contacts, e-mails, etc.) have failed to rectify the situation.
The complaint letter formalizes a problem situation by putting it into writing and is usually the last resort to try to get a situation resolved.
Properly written complaint letters can be very powerful and almost always get results, making them worth writing. To read an article on the subject of writing effective complaint letters.
2. Sample of Complaint Letter
Flat 303 Lucky Mansions
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon
4 January 2011
The Administrative Officer
Exhibition Services
Exhibitions International
33 Kadoorie Avenue
Kowloon
Dear Sir/Madam
I attended your exhibition Sound Systems 2010 at the Fortune Hotel from 24 - 28 December 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
