Use these free letter samples as templates for your formal notification.
There are many times that a complaint letter is necessary to voice an opinion. Whether you visited your favorite restaurant and the food or service was less than acceptable, or you had a bad experience at a corporation, a letter can allow you to express yourself without losing your temper. People write letters to companies all the time to voice their concerns. The companies use these letters to grow and make important changes to satisfy their customers.
To write a letter, you need details. The letter should always have information like, the location visited, the date and the person who serviced you. If you are dealing with a restaurant, be sure to include the entree ordered. Make sure to state your feelings, if you are upset, you can certainly express yourself in the letter. Don’t ramble on, just get to the point with the letter and keep it simple. Just state the facts. If you have documentation of your visit, please make sure to include it. This can be anything from receipts to tickets or even pictures to prove you were there.
Companies often get complaint letters from people who want to get free items. If you validate what you are saying to be true in anyway, it gives the letter clout. Tell them how their company or services let them down. If you have been a loyal customer for a number of years, be sure to state that. If the intent of your letter is to get a refund or to have a free meal next time in, be sure to clearly let that be known.
This is the first stage of letters to a company and you should never threaten to sue in this letter. If you need to progress the tone of your letters to get what you want you may do so, but this letter is just the beginning step. Here is a sample hotel complaint letter.
Sample Hotel Complaint Letter
Name of Consumer
Address of Consumer
City, State, Zip Code
Name of Hotel Manager
Name of Hotel
Address of Hotel
City, State, Zip Code
Dear Name of Hotel Manager:
My family and I recently stayed at your beautiful hotel on the Lake Erie shoreline. I was excited for our trip, but our room was not as it has been in the past. I notified the shift manager, but she was less than willing to accommodate us in switching rooms, as your hotel was full. She offered us a partial refund, but nearly everything in the area was booked solid. We booked our room for the week of May 19 - 25 but only ended up staying from May 19 - May 21st.
When we first arrived, we got the room we always stay in, room 22. Upon unpacking our luggage, we noticed there were roaches in various locations in the room. We promptly notified the front desk and they sent someone to spray the room. While the room was being sprayed we had to find somewhere to go for about six hours. The beds clothes were clean but had holes in them. The staff on duty could have cared less that we were unsatisfied. The room was not clean and this non-smoking room had been smoked in.
We have been staying in your hotel for more than twenty years and have never had such service. Even though I had to pay for the entire week up front, we left after two days and went home. I asked the front clerk for a refund but they were less than willing to accommodate. I would like a full refund of my money that I spent in your hotel that week. If can be sent to the address above.
Signature of Consumer
Printed Name of Consumer
By Andre Bradley