A letter of complaint to cite poor facilities or equipment seeks to have a particular facility improved, repaired, or replaced. The main goal is to make the letter-recipient rectify the problem, if possible without entailing additional cost on the part of the complainant.

In most cases, the person in charge of overseeing the facilities may not be personally responsible for the damage or decrepit condition of the equipment or facility which is the subject of the complaint.

Nonetheless, a firm, direct, and courteous letter may be a good first step to enlist cooperation, and bring the matter to the attention of people who can get the problem solved. Here’s a sample letter of complaint for poor facilities or equipment, that points out pertinent details about the situation directly from the person filing the complaint:

SAMPLE

December 2, 2010

Mr. Jason Smith
Gym Manager
Eclipse Fitness Center
250 South West Main Street
Chicago, IL 65432

Dear Mr. Smith:

I became a member of Eclipse Fitness Center on June 15 of this year. Over the last six months, I have found the overall gym cleanliness and the good working condition of equipment as highly satisfactory. In recent weeks, though, I have noted that some of the equipment have not performed accordingly.

An example is the treadmill, which has been making squeaky noises when in use. While there is a general announcement for gym members to keep the gym equipment clean following use, I believe the housekeeping or maintenance team can take measures to prevent certain equipment, like the treadmill, from damage and malfunction.

I also wish to take this opportunity to inform you that on several occasions, I have found cockroaches in the locker room.

It is my hope that you will be able to address these concerns at the soonest possible time. I am considering to leave for another fitness center, especially if these issues are not resolved in the next couple of weeks. I may be at 312-555-7888.

Sincerely Yours,

Daniel Gregory

The letter of complaint about a neighbor which may be coursed to a homeowners’ association (HOA) or a landlord expresses the inconvenience experienced by a tenant over violations of agreed-upon rules of conduct in the residential area.

When verbal requests for a neighbor to modify inappropriate behavior (like making a lot of noise at night until the wee hours of the morning or engaging in illegitimate activities) fall on deaf ears, a formal letter of complaint may be sent to the landlord or HOA.

The letter may reasonably state the details pertaining to the breach of protocol while in the residential area, where homeowners or tenants have paid a premium to live in tranquility. Here’s a sample letter of complaint about a neighbor addressed to the property manager:

SAMPLE

December 2, 2010

Mr. Glenn Adams
Property Manager
Capitol Apartment Complex
Harrisburg, Pennsylvania 08264

Dear Mr. Adams,

I recently moved into the Capitol Apartment Complex, Unit 2008, and have enjoyed my stay the first few days. However I do have a concern about my next door neighbor.

It has come to my attention that occupants of Unit 2009 have let relatives to take up residence in their area, thereby causing a commotion late at night and in the wee hours of the morning. Moreover, my next door neighbor has been allowed to park multiple cars in the ground floor area fronting the residential units. This goes against two items in the lease agreement stipulating that no more than two individuals may occupy each studio unit at any given time, and vehicles must be parked at the space allotted for cars in the second floor of the residential complex.

I suggest that a firm reminder be issued to the residents of Unit 2009 on certain regulations that unit occupants need to comply with.

Hoping you can address these concerns at the soonest possible time

Sincerely,

Merrill Harrow

A letter of complaint about harassment expresses how a person may have felt intimidated or offended by another individual’s behavior. For example, a colleague may have made offensive sexual advances.

Whether the request for sexual favor or other forms of conduct of a sexual nature that unreasonably interferes with the concerned employee’s work and causes anxiety, is distasteful and frowned upon in most work settings.

The next logical step may be to write a formal letter of complaint that is assertive but not emotional, addressed to the Human Resources Department head or office manager. Usually, a reasonable timetable to allow an investigation and interviews on the people concerned may be set.

This is necessary before the aggrieved party considers other options. Here’s a sample letter of complaint on workplace harassment:

SAMPLE

December 2, 2010

Ms. Lizanne Uychaco
Human Resources Department Head
Empire Investments Company
New York, New York 12345

Ref: Harassment in the Department

Dear Ms. Uychaco,

I am writing this letter to inform you about the harassment I was subjected to by my colleague, Mr. Robert Smith.

On various occasions in the past, Mr. Smith has been making lewd jokes before corporate meetings and casual encounters in the office. Last evening, though, he went a step further while I was busy rendering overtime work, touched me in private parts, and then forcibly kissed me. This offensive conduct is unwelcome. The harassment went way beyond my tolerance levels.

In all the 10 years that I have been working for the company, this is the only time I have encountered such a problem. It has caused me emotional distress. I therefore request that your office look into the matter, issue a warning to Mr. Smith, and consider possible change of work assignments for myself or for him.

I hope you can attend to this matter at the soonest possible time and take the necessary action.

Sincerely,

Andrea Solis

A letter of complaint about a faulty product cites defects of flaws in a product that has just been purchased, and which in no way was caused by the consumer. The flaw may reflect that the product was in poor condition or had a defect, even before the purchase was made.

The purpose of the letter is to ask the company to rectify the situation by replacing the faulty merchandise with one that’s in good working condition, or refund the customer.

To write an effective letter of complaint about a faulty product and get the desired action, express your points concisely and politely, and be ready to substantiate your complaint.
A letter of complaint about a defective product must include what the item is, the date of purchase, the retail store or branch address where the item was purchased, and what the defects are. Here’s a sample of a letter of complaint about a faulty product:

SAMPLE

January 01, 2011

Nancy Hampton
Suite 2508, 25th Floor
Pacific Plaza
410 Des Vex Road West
Hong Kong, Alaska 99873

Ms. Ana Liu
Customer Service Head
Union Department Store
3/F., Block 2, Tai Ping Industrial Centre,
Juneau, Alaska 99873

Dear Ms. Liu:
Last November 28, I bought an electric tie rack at Union Department Store — the TR200 Electronic Rotating Tie Rack. After setting it up at my house on the day I purchased it, I discovered that the built-in light of said tie rack does not automatically switch on at the touch of a button, the way it’s supposed to do after the first try. Moreover, instead of a quiet, powerful motor, the device makes a jarring sound. Attached is a photocopy of my receipt.

The TR200 electronic rotating tie rack that I purchased from your store did not live up to its claims. Hence, I am requesting for a replacement in good working condition. Otherwise, I would like a refund.
Sincerely,

Nancy Hampton

Listening to the radio and watching TV shows are some of the pastimes of people when they are at home. The problem is, there are times when the show presented in an immoral matter. To stop the show from airing, a person can submit a letter to complain about a radio or television broadcast.

A Complaint Letter is essential to inform inappropriate shows to any TV or Radio Stations. If these shows present violence, sex and religion in a ridiculous matter, then people can submit letters as long as it was sent 20 days after these shows are first aired.

You need to write down all the inappropriate parts of the show and what apology do you wish for the broadcaster and station to do.

Here is an example on a complaint letter about a TV show and its content:

SAMPLE

September 9, 2009

Donna Carter
TV Host
LIT TV
1206 Upton Avenue
Portland, ME 04101

Dear Ma’am,

I send you this letter to inform you how dismayed I am after seeing your TV show “The Donna’s Show” last September 5 on 5:00pm. One of your show segments features “Lucy”, a single mother who is addicted to drugs and sex. I don’t like the portrayal of women in your show about single mothers that always love sex and having fun. I also think that the woman is swearing in front of the camera saying things like “bull_ _ _ _”, “mother_ _ _ _” and “_itch”.

Truly, I am offended because I am a single mother myself. The segment was not edited fully because I can still see how the words come out of her mouth and hear the ending syllables. I and my kids loved the show, so it was very devastating for me to see such a thing.

I would like to see the station making an apology about the show segment. Please also show the proper warnings and edit the segment more fully next time.

Thank you and I hope to take action as fast as possible.

Sincerely,

Jasmine Wood

Writing a complaint letter for receiving damaged goods that has been paid for requires tact and firmness. This type of letter is normally addressed to the head of customer service or manager if the product or service was purchased from a big company. Some letters may rant emotionally about poor service or product flaws, which should not be the case. An objective approach is better. Complete information (including date of purchase, which specific store branch/location the product was bought from, the model and name of the item) must be provided in the letter along with the complainant’s contact telephone numbers and address.

A photocopy of the receipt may be attached. The official receipt may be presented later on when the customer is requested to personally drop by the office of the company where the merchandise came from. The letter of complaint about a faulty product or inferior service must mention the problem clearly, and skip irrelevant details. Such a letter aims to get a replacement item or a refund. In some instances, an apology is in order. Here’s a sample complaint letter on receiving damaged goods:

SAMPLE

Dec. 2, 2010

MR. HARRY ABRAM
Mezzanine Floor
Mandarin Oriental Hotel
Hong Kong, IA 53421

Dear Mr. Abram:

Yesterday, December 1, I ordered a stylish-looking diamond cross pendant with silver chain for my wife and settled the payment online using my PayPal account. Your jewelry store at the Mandarin Oriental Hotel was referred to me by colleagues who said you carried one-of-a-kind vintage jewelry pieces made of the finest materials. Imagine my surprise when, upon receiving the package, the diamond encrusting the bottom part of the cross fell off.

Attached is a copy of my online transaction details. I hope you can replace the diamond pendant necklace at the soonest possible time, or issue a refund. I may be reached at +852 3602 2001.
Sincerely Yours,

Bernie Johnson
Customer

Writing a letter to complain about the community, aims to spur government officials or public service agencies to action. There are occasions when citizens feel the need to bring problems to the immediate attention of community leaders. A complaint letter about community problems is a formal way to do it. This type of letter should clearly and concisely state details about the grievance or issue of public concern.

There is no need to beat around the bush nor use flowery words with this type of letter. Simply go straight to the point after the initial greeting and brief introduction of the problem. The letter-sender may begin by citing his/her particular community or residential area, and then cite the main point or the complaint itself. The letter-writer may then immediately indicate the proposed course of action or offer assistance.

Here is an example of a letter complaining to the chief of traffic in a bustling city.

December 2, 2010

MR. DAVID JONES
Traffic Chief
City Hall
New York, NY 10007

Re: rise in accidents from speeding vehicles in New York

Dear Officer Jones:

Along with other concerned citizens of New York City, I have observed that there is an urgent need to enforce a new speed limit in New York City. We have also noted the necessity of improving the traffic light system, particularly along Pennsylvania Avenue. It has come to the attention of residents in this area that the increase in vehicular accidents in said part of New York City has been due to speeding vehicles.

The fact that there are few traffic lights along Pennsylvania Avenue has also contributed to vehicular accidents.

We believe that these are pressing issues since public safety – both of individuals in our area as well as motorists — is at stake. We request for your immediate action on the matter.

Sincerely Yours,

Kevin Thomas

If you purchased a product from a mom and pop or online store, expect that they will ship the items to your door. However, there are some incidents that the products are damaged, under the customer specifications or delivered to another address. In this scenario, you must complain about a faulty deliver or a shipping error through a Complain Letter.

The Complain Letter is used to correct the mistakes occurred in a delivery. The letter must state the errors and the correct customer location, correct product specification or to get another new product of the same type. You can also cancel the order if you wish to. Remember not to use harsh words even though you feel very mad about the shipping service.

Here is the following letter sample about a shipping error complaint:

Kenneth Jensen
Website Manager
GiftsGalore.com
31 Hoffman Avenue
New York, NY 10016

November 21, 2009

Dear Sir,

Last November 1, I have placed an order for a three-shelved cabinet to your online payment form. I have a printout of the confirmation email message sent to my inbox with the transaction number of 064052685. Three weeks have passed but I never received anything.

I do remember that I checked my address information before I submitted it. I put my recent address at 3530 Simpson Square, Oklahoma City, OK 73109. I am shocked to learn that you send the item to my old address at 1953 Wyatt Street, Jupiter, FL 33478.

Please send my order to the right address as fast as possible. I have been shopping on your website for a long time now, but it is the first time this incident happened to me. If I still haven’t got the item in two weeks’ time, I will withdraw my order and receive my order payment of $300 back in my bank account.

If you still have questions, you can contact me through phone or email. My phone number is 580-555-9949 and my email address is CassandraWeber@promo.com.

Sincerely,

Cassandra Weber

Like other complaint letters, correspondence lamenting on unfair insurance payment or settlement is a formal document that must be written clearly defined and in a non-emotional manner. The subject of the complaint is a delay or denial of a fair claim by an insurance policy holder. Hence, the claim must be substantiated with proper documentation.

A letter complaining about an insurance adjuster/company’s unfair claims practice aims to point out insurer’s oversight or negligence and to get what is due to the policy holder, as stipulated in the insurance agreement.
Include pertinent information, like where the complainant can be reached for settlement, is important.

Unethical insurance firms may stonewall policy holders by telling them the claim may be under investigation. If the insurance company won’t budge, the insurance policy holder may write to an insurance regulatory board. Here’s a letter of complaint about an unfair insurance settlement:

November 25, 2010

Mr. Joseph Renzo
Generali Insurance Plans
170 O’Farrell Street
San Francisco, CA 98765

Ref: Policy number – CRT/567/489/DE

Dear Mr. Renzo,

This is to bring to your attention that the settlement check issued by your company for damages caused by the recent storm to our residential property is not the right amount I am entitled to. Generali Insurance Plans’ letter explicitly states that it reflects the depreciation value of our property. I must point out that we recently bought the property.

A close perusal of my insurance documents shows that I am entitled to receive $1,570 instead of the $850 you sent. This is to request that the check representing the balance for full settlement of my insurance be sent to me within 30 days of the date of this letter. I may be reached anytime at 415 555-5888. If you require a meeting and additional information, my legal counsel and will be at hand.

I look forward to your immediate reply and action on this matter.

Sincerely Yours,

Janet Johnson

A letter of complaint citing poor customer service implies that something has been done to create an air of discontent. It may be a discourteous staff member, or it may be an error in billing, or poor housekeeping services, or any customer concern which has not been properly addressed.

Whatever the factors that caused the customer dissatisfaction, the letter writer must make sure the complaint is valid before transmitting the correspondence to the proper person, usually the head of an establishment or customer service head.

A letter of complaint about poor customer service may be written in a polite and constructive manner, so that ultimately, the legitimate issues raised will be addressed and may result in better services for everybody. Here’s a sample letter complaining about poor customer service:

November 30, 2010

Ms. Marjorie Taylor
Guest Relations Manager
Sugar Beach Resort
Maui, Hawaii 98765

Dear Ms. Taylor:

My husband and I stayed at Sugar Beach Resort last November 20-21 and we thoroughly enjoyed the ambience, the clean surroundings, and complete resort amenities. It was everything we expected, except that we had an unpleasant encounter with one of your staff members.

While we acknowledge that it was a very busy weekend and the resort-hotel’s housekeeping staff was all doing their best, we had hope to experience good customer service. During the second day of our stay, we noticed that our room hadn’t been serviced even though we were gone the whole morning. We brought this to the attention of the housekeeping personnel and requested for some fresh towels. The housekeeping staff assigned to our area irritably said she will get to it, but the rest of the day went by and our room was not spruced up. Housekeeping did send up the towels but we were already packing to leave.

Please know that we would have loved to refer your resort to our friends, but there is clearly a need to improve the customer relations of your staff members. I hope you look into the matter and ensure it is not repeated.

Thank you & Sincerely,

Sophia Carter