FORMAT OF LETTERS

ACCEPTANCE LETTER

Acceptance letters are written not only as a form of courtesy to inform somebody of your acceptance, but in some cases, they may be mandatory as well.Acceptance letters must be courteous and gracious.

Obviously, the letter has to state your acceptance, be it a job or a school admission acceptance letter.

Even if you think you are sounding repetitive, it is good to mention and be specific about what you are accepting.  For instance, if you are writing an Interview Acceptance Letter, be sure to mention that.

It is also important to thank the reader for giving you the time or opportunity depending on what you are accepting.  For example, in a Job acceptance letter it would be polite to thank the company for giving you the right opportunity.

The tone must be positive and courteous without being casual.

Project Acceptance Letter

January 30, 2011Mr. Rajeev AdaniPresidentFast Builders, Inc.Moti Lal NehruAgra

Dear Mr. Adani,

We would like to inform you that we are accepting the project that you are offering to collaborate with us. The project to construct the building for business purposes meets the requirements we have for joint ventures.

As a construction supply company, we produce and provide only the best quality products. You can be assured of having durable and long-lasting materials to be used for the construction. Please find attached a list of the current prices for our products. We are hoping that you send us a list of the materials you estimate will be used until the completion of the project. We hope we could meet anytime next week to discuss the details of the project further.

Thank you and we look forward to working with you on this project.

Respectfully,

Nandana Purjab

Party Invitation Acceptance Letter

Ms. Banita DelhiKalyan Nagar, BanaswadiBangalore 560043

Dear Banita,

I was so happy upon receiving the invitation letter to the surprise party you are organizing to celebrate your mother’s 75th birthday.  I would be so glad to attend the said event.  I have already rescheduled the appointment I have set earlier on the said day.

It is such a blessing to reach that age and I want to be with your mother on her special day.  She is one of my dearest friends and I wish to share in her happiness.  Your mother is such a wonderful lady!  She is always the light of the crowd wherever we go.  In our school days, she has always been with me in my times of happiness and sorrow.  It has been a long time since we have seen each other and I miss her so much.

Do send me directions going to your place as I will be travelling alone.  See you!

Regards,

Najma

AGREEMENT LETTER

Loan Agreement Letter2nd January, 2010

Mr. Arindam Chetri,4/3 Vayudoot Apartments,Koregaon ParkPune 411087

Subject: Approval for the home loan request vide Application# 009039102 dated 20.12.2009

Dear Mr. Arindam,

We are pleased to inform you that your application for a home loan for an amount of Rs.4 lacs has been approved by our bank. The terms and conditions pertaining to this deal are enclosed within this letter. We request you to go through them thoroughly.

Thereafter you need to fill out the forms which are also enclosed herein and also furnish fresh copies of documents like proof of citizenship, liquefiable assets, your PAN card details and others.

You need to send us back the filled forms and documents to finalize this deal. In case you need any help or assistance, please feel free to call us at +91 9678965969

Yours Truly

Venkatesh Mudgam, Branch Manager

Rental Agreement

Mr.VamshiHouse No.-2-2-647/28Road No.-7, Banjara HillsHyderabadAndhra Pradesh

Respected Sir,

I have read your rental agreement letter and the content of it is perfectly acceptable to me and I have no other queries regarding that .As far as collection of rent is concerned, if you can give me your account number I will deposit the amount directly to your account reducing your strain, or if you would like to collect it personally I oblige your request.

Regarding the hike of the rent after the agreed period is not conveyed clearly by the agreement so if you would take the strain of clarifying that point I will visit the advocate and get it changed so that we can have last look at it and get it authorized.

Hence I conclude respectfully assuring you that I will be one of the best tenants ever and my tenancy will not pester or cause inconvenience to you at any time.

I will wait for your clarification asked above.

Thanking you,

Yours sincerely

Contract Agreement Letter

The Chief Executive OfficerM/s. Srivari EnterprisesAmbattur, Chennai

Dear Mr. Sridharan,

We received the contract for supply of FRP raw materials and thank you for the same.  Most of the terms and conditions seem to be in terms of the long discussion we had at your office.  Hence we accept the contract and will sign the papers once the following point is cleared.

You have mentioned in page 3, clause 6 that the entire amount due to us will be paid once the supply is made.  During our discussions we had mentioned that we would like to have a percentage of the amount due as advance to enable us to supply on time.  However, you have mentioned otherwise.  Kindly clarify regarding this. Otherwise, the rest of the document is okay with us.

We promise that we will deliver the best quality in the stipulated time. Looking forward to a long and rewarding business contract.

Yours sincerely,Termination of Lease Agreement

Mr. Dhandapani Dayalan,58/41, VOC Street,Chetpet, Chennai

Dear Mr. Dayalan,

This letter is to inform you that we wish to terminate the lease offered to you for setting up shop on our premises in VOC Street, Chetpet last year.  At this point I would like to remind you of our original contract, which mentions that the lease is for one year, after which it is to be renewed.  On June 30, 2010, it has been a year since you occupied the building.

You have been a good tenant, paying all your rentals on time.  You have taken good care to maintain our property.  However, we regret that we are not able to lease the building to you anymore.  I have decided to use the building to start a business of my own and hope you will cooperate.

I request you to kindly accept this termination and vacate the building by August 15, 2010, so that I can take care of my business.

Regret the inconvenience caused.

Yours Sincerely,

Rent Agreement Letter

Mr. P. K. Shetty,921 East Bunder Street,Bandra, Mumbai

Dear Mr. Shetty,

It was very kind of you to rent out a portion of your house to us.  We have received the contract documents and agree with the contents.

I am working in M/s. Diorr Chemicals, which is close to the house you have rented to us and so it will be very convenient for us.  We promise to pay the rent without fail before the 15th of each month.  We undertake not to cause any damage to your property in any manner.  We will make it a point not to cause any inconvenience to you.  The rent amount that you have mentioned is quite reasonable.  We will renew the contract each year as desired by you.

I have enclosed the signed contract papers.  We are waiting to shift as soon as you approve.

Yours Sincerely,

Purchase Agreement

The Sales ManagerM/s. Mohana Textiles WholesalesTirupur

Dear Mr. Somasundaram,

This is in confirmation of our wish to purchase the 1000 meters of first-grade white poplin and 750 meters of first-grade black poplin from your company.  We have gone through the details in our agreement and comply with the terms and conditions.

We are in need of the materials before the start of next month, as we have some plans for expansion.  There is no change in the materials we need and request you to supply as we first specified.  We would be grateful to you if you will dispatch the materials at the earliest.  We do undertake to pay in five equal installments as per our agreement and we will not need a remainder for the same.  We have a huge demand for your products and will be placing further orders if we are satisfied when this consignment comes in.

Hope we have a mutually rewarding business.

Yours sincerely,

Sales Agreement Letter

The Purchase OfficerM/s. Femina ProductsMogappair, Chennai

Dear Mr. Baby Mathew,

We would like to confirm our agreement regarding your purchase of 1000 meters of first-grade white poplin and 750 meters of first-grade black poplin from our company.  We will be shipping the products shortly.

We request you to abide by the terms and conditions in our original agreement and make prompt payments in five equal installments as agreed upon by us.  On our part we reiterate that we will supply the best quality to you within the time stipulated.

If you have any doubts or concerns regarding our agreement do contact me.  You can also feel free to give us any other specifications on the type of material you want.   Please send us a signed copy of this letter in confirmation so that we can ship the products without further delay.

Hoping we build a trustworthy business relationship.

Yours sincerely,

APOLOGY / SORRY LETTER

Obviously, none of us is perfect, so the need to apologize does occur when we commit mistakes.  Needless to say, that a written apology is more effective than a verbal one.

An Apology letter is written to try and make amends for the mistakes we make.  So, sincerity takes precedence over everything.

It is a good idea to state exactly why you are apologizing, just so that the person knows you are ready to acknowledge your mistake.

It is best to keep the letter sincere, simple and brief.  It is good to avoid rhetoric and stick to short “I am sorry letters”.

The letter must start with an unequivocal apology and also express your wish to rectify the situation, where it is possible to do so.  For instance, if you are writing a Business Apology letter, you could offer something as a gesture of goodwill to make amends for the mistakes committed.  After all, the aim of an apology letter is to build bridges and such acts can reiterate the sincerity of your written apology.

It is also a good thing to reassure the reader that the same mistake would not be repeated.  Be it an apology letter for stealing or a Behaviour apology letter, an assurance of not committing the same mistake again always helps.

Business Apology Letter

Managing Director,Global Systems SoftwareGoa

Dear Sir,

On behalf of (Hotel Sea View), kindly accept our sincere apologies for not (giving you the high standard of hospitality which is the general norm of our hotel). We sincerely regret the inconvenience caused to you because of this.

As a gesture of good will, kindly accept a (free stay for two days). I am sure you would overlook the mistake on our part this time and would continue your business association with us.

We reassure you of our co-operation and look forward to a more positive association with you in the future.

Thanking You,

Sincerely,Keshav Sen

Apology Letter for the loss of Order

Mr. Tom Atkinson,Director,AZG Pvt. Ltd., Mumbai.

Dear Sir,

We sincerely apologize for the inconvenience caused to you for the loss of the agreed purchase order. Our records indicate that your order was placed on 28-6-2010 and the shipment on 20-7-2010. As we were facing problems in the production of goods due to shortage of the raw material, we were unable to send them to you according to schedule.

We are sorry for the unexpected cancellation of your order and have taken the matter with our management and with our supplies department in order to ensure that a problem of this nature does not repeat.

Again, we apologize for the loss of the said order and the inconvenience that it has caused to you. As one of our valued customers, your satisfaction is our primary concern and we therefore hope that you bear with us on this occasion.

Assuring you of our very best services at all times hereafter.

Sincerely

Apology Letter for our of Stock Item

Mr. Jacob Wright,Globerina.

Dear Sir,

On behalf of M/s WizCraft, we regret to inform you that the item you ordered is currently out of stock. There was very high demand for this product and even before we could process your order, we were left with extremely low levels on the inventory of the item that you ordered.

Even after checking with all our other stores in the area, we were unable to procure the 12×36 Designer Linoleum Floor-Mat for you. Your order for the same, which arrived on 15thJuly, was placed in the waiting list immediately but it cannot progress to the billing and delivery department anytime before 18th August as there are hardly any orders that are being cancelled.

We hope that our updated catalog will contain something that interests you. If you would like to place a new order, please don’t delay, order now! We reassure you of our co-operation and appreciate your patronage and look forward to serving you in the future.

Sincerely,

Apology Letter for Over Shipment of Goods

Mr. Jacob Wright,Protext Company Inc,65 Charley Avenue.

Dear Sir,

In deference to your valuable time, I would like to get straight to the point and say that we were wrong. Your purchase order stated clearly only 40 cases. The shipment of 60 cases was our error. There are two options available at this time. One is, you can keep the additional goods and we will bill you thirty days from now. And the second option is, we will arrange to have picked up at your loading place and issue a credit to you. Please let me know your preference.

We will do everything in our power to ensure that this type of error will never repeat again. Thank you for your understanding. If I can be of any assistance in any way, please do not hesitate to call on me.

Yours Sincerely,

Apology Letter for Delay

Mr. Thevan MukhopadhyayPresidentBest CompanyNew Rajinder Nagar, New Delhi – 110060

Dear Mr. Mukhopadhyay,

Your complaint letter has come to my attention and I would like to apologize for the delay in delivery of the uniforms you have ordered for your company.  I have asked the sales manager for their reasons for the delay and he has informed me that the cloth used for the uniforms were out of stock and had to be purchased from another supplier who delivered late.  We know that whatever problem that arises from our end should not affect our delivery of products to you.  Our sales manager is new in the job and accepts the fault as his own.

We will be delivering the uniforms within the week and we hope that you would still accept them.  As a way of retribution for our fault, we are giving you a discount on the price of the uniforms.

We hope for your kind consideration.

Sincerely,

BUSINESS LETTERS

In our day to day conduct, we are more often than not faced with the task of writing business letters.  The reasons could be many, but the importance of these letters can never be underestimated.

Here are a few tips to keep in mind while writing a business letter:

It is in your best interests, to address a business letter to a particular person rather than a designation.  For example, while writing a New Product Introduction letter it is better to address it to a person by name rather than just say “To, The General Manager”.   When you write to a particular person, it adds a personal touch and immediately catches their attention.

Business letters must be written in a warm and polite tone without being overtly personal.  It is important to maintain the delicate balance between being civil and cordial without being over friendly or imposing and demanding.

It is better to keep the letters short and simple.  As time is an important factor in business, a long and rambling letter would not hold the reader’s attention thereby defeating the whole purpose of your writing.

It is best to stick to a straight-forward style of writing without using flowery language.

The letter must start with a friendly opening and go on to state the purpose of the letter.   The letter could be to introduce your business, like the Business Introduction letter or a letter to Strengthen Relationship with Clients.

The subsequent paragraphs must justify the aim of the letter by furnishing further details.

The closing paragraphs should reiterate the reasons for writing the letter and thank the reader for his/her time.

Strengthen Relationship with Clients Letter

General ManagerSystems Software Limited

Dear Mr. Shah,

At the outset let me thank you for providing us an opportunity to cater to your in-house party on 12th June, 2003.

It is indeed a matter of great pride for us to cater to such a big clientele and get such a positive feedback from you.

We look forward to more such opportunities in the future.

Thanking You,

Pending Payment Letter

Dear Mr. Hansen,

At the outset let me thank you for doing business with us.

However, I would like to remind you about the payment due to us for the amount of 1000 Pounds Sterling.  This amount has been pending from your side for the past couple of months. 

I request you to kindly look into the matter and clear the pending payments as early as possible.

Thanks & regards,

New Product Introduction Letter

Dear Ms. Reynolds,

It is with great pride and pleasure we present to you our latest beauty product, (The Anti-Aging Cream).  It has won great reviews from all our customers.

We would like to offer this product free of cost to you on a trial basis and subject to your satisfaction and approval we could supply it to you on a regular basis.

Our Customer Service in-charge, (Ms. Taylor) would get in touch with you to know your feedback.

Thanking You,

Business Letter for Quotation

M/s Ghosh Paper WorksKolkata, WBSubject: Business letter for Quotation

Sirs,

This gives us immense pleasure to apprise you that we are going to publish a big volume of printed matters in the next quarter. For successful completion of the huge job we will require tons of papers of common A4 and legal size. We will be glad enough if you kindly provide us the rates of such papers in 70 and 75 GSM thickness as quotation for our purpose expressed as above. The quotation should be in printed form and your full address and contact details should be mentioned there. Please also indicate the approximate time that will be taken by you to supply the items and the preferred mode of payment.

On receipt of the quotation, if approved at our end, the order will be placed within two weeks. Accordingly, the supply also must commence as per stipulated terms. We look forward for an early and complete reply.

Thanks,

Business Introduction Letter

Mr. Richmond White,General Manager,Viceroy Hotel,London.

Dear Mr. White,

I would like to introduce our company, (Johnson Services Ltd), which has been in the business of (providing house-keeping services for the past 4 years.

We have a well-established track record and our services have always met with great customer satisfaction.  We offer great service at a very competent price and have never been known to compromise on the quality of our service.

We would like to offer our Services to your Hotel.  Mr. Brown, our General Manager would get in touch with you next week, to discuss the details in person.

We look forward to a fruitful working relationship in the future.

Sincerely,

Business Inquiry LetterHarris Lubricants,Tom Watson,4526 Gold Street,Phoenix, Arizona 15865. 

PRODUCT INQURY: LUBRICANTS 

Dear Mr. Watson,

We are a car manufacturer located in Helena and we were interested in your lubrication products. We would like your product for use in our production plant. Therefore we ask for a sample to verify that your product fits our needs. 

We request that you send us material containing information about your products so that we can find out more about your products. We would appreciate if you could also include information about delivery and after sales services. Please send your brochures and price lists to the following address: 

William JacksonWestgate Car Manufacturers5663 Left StreetHelena, Montana 55898 

Thank you in advance and should your product and services satisfy us, we look forward to working with you. 

Sincerely, 

Business Sales Letter

Gregory Johnson,Swing Financial Corporation,4566 Dark Street,Helena, Montana 589578. Dear Mr. Johnson, 

Re: Efficient Data Management  

Are you finding it difficult to manage your electronic data information? If you are like most business managers, retrieving relevant information from a database as and when you require it is a rather tedious exercise. This calls for the need to have a specialized computer system which makes retrieving information very simple. 

At Seestems Investments we have the best solution for you. Retreeve Advantage is a Computer system that we have developed to assist in the retrieving process. It is easy to use and very effective. This product cost only $400 per year.  Our customers include Bay Financial Partners, The Great Equity Bank and Independent Bank. 

If you would like to have a free non-committal demonstration of how our product works, please feel free to contact us on retreeveadvantage@seestems.com.  

Sincerely, 

Business Complain Letter

Consumer Service Department,Swachi Electronics,2568 Dent Avenue,Jefferson City, Missouri 56997. 

Dear sir/Madam, 

Re: Broken electronic hand mixers – receipt number 5168, delivery note 115

On the 22nd of January 2008 you delivered a consignment to Home Care Electronics with delivery note number 115. This consignment included 30 boxes of electronic hand mixers and was delivered by your employee called Phillip Alston.

I would like to bring to your attention the fact that of the 30 boxes, 9 were broken. This could be due to mishandling by your staff members. I have already paid for the products as evidenced by receipt number 5168. I request that you either refund the payment or replace the damaged items as soon as possible. I will be as flexible as I can so as to reach a suitable agreement.

Your company has been my main supplier of electronics for the past 2 years and I am confident that you will rectify this problem.

Yours faithfully

Ruth Patty

Business Letter of Interest

The Manager, quality control,Symphony Musical Instruments,Hyderabad

Dear Sir,

With reference to your newspaper advertisement in Times daily on July 25, 2010, regarding enquiring material for ‘Veena’, I would like to offer our services to meet your requirements.

We are traditional ‘Veena’ manufacturers from Bobbili, Vizianagaram district and you know Bobbili veena is world famous.  The wood we use for the instruments is from a rare ‘maddi’ tree and it is equally tough and soft.  We prepare Veenas in three sizes costing rupees five thousand, three thousand and two thousand five hundred respectively and this is the manufacturing cost, and you might aware that the market price is double the cost price.  It takes us a minimum of two months to prepare ten veenas and you can consider our services accordingly. We request you to specify your requirements along with terms and conditions thereof.

We are waiting for your response eagerly.

Thanking you.

Yours truly,

Business Welcome Letter

Mr. Steven BakerCorporate Services Inc245 Dearbon Park RoadChicago II 60610

Dear Steven,

We would like to welcome you as the new customer to Corporate Sales. We are confident that you will be satisfied with our product-line and with the timely services we provide to all our customers. We warmly invite you to consider purchasing our latest offerings according to regular account terms. We have enclosed our product catalog with the price list for your reference.

We hope that you will find our prices attractive and in line with the industry trends. All through the year we offer our customers frequent attractive offers as a thanking gesture for all the business they give us. If you find credit policy suitable to your purchase plan, then feel free to contact our sales manager to discuss it further.

We look forward to serving you and getting to know you. Please feel free to call so that we can discuss it further.

Yours Truly,

Marketing Manager,

CANCELLATION LETTER

Contract Cancellation Letter

Mr. Nagarin DinathPresidentSchool Supplies, Inc.Indore – 453 331

Dear Mr. Dinath,

In behalf of the Dhiri Company, I am very sorry to inform you that we are canceling our contract with your company for delivery of our monthly supply of educational supplies. As per our contract, deliveries should be made on the first working day of each month.  The deliveries should always be complete with no pending deliveries for the month. 

However, in the past two months, the deliveries you have made have always been incomplete.  Several of the supplies we needed were not delivered on the first working day and instead were delivered later on.  You have not given us any explanation for this and this merits cancellation of our contract.

We will be paying for the last delivery that you made but do not deliver again next month.  I do hope that your company would improve its services.

Sincerely,

Bank Account Cancellation Letter

Mr. Lochan DristiAccounts OfficerDelhi BankTara Crescent, New Delhi – 110 016

Dear Mr. Dristi,

This is to notify you that I will be cancelling my bank account with your company.  This cancellation is effective one month after you receive this letter.  I have been having problems withdrawing from my account when I travelled to several places and I wish to have a bank account that has more branches.  My job requires me to travel regularly and I must have access to my bank anytime.  The problems I have been having with my account with you have already affected my performance of my job and I regret to say that I must cancel my account now.

The bank account I am cancelling is as follows:

Account Name: Ms. Geshna HarbirAccount Number:  1234567890

Thank you for your services in the past five years that I held an account with your bank. 

I hope to receive your confirmatory letter soon.

Sincerely,

Lease Cancellation Letter

Mr. Nakul DuranjayaMehta Road, Vile Parle (West)Mumbai – 400 056

Dear Mr. Duranjaya,

I write to you with regard to the cancellation of my lease of your apartment in Mumbai.  My schedule to move in town for business affairs has been reconsidered and I will no longer need a place to stay in town.  I am deeply sorry for having to cancel my lease of your property but it is something that needs to be done due to the current circumstances.

My manager is willing to pay the sum we have agreed upon earlier in payment of the damages that our cancellation may have caused your business.  I hope you will be able to find another group to lease the property soon in place of me.  I will be recommending your apartment to friends and colleagues who are looking for a place in your area.

Thank you and I hope for your consideration on the matter.

Respectfully,

Order Cancellation Letter

Mr. Nalin HimanshuPresident123 ElectronicsSector – 17, Faridabad – 121006

Dear Mr. Himanshu,

I write to you in behalf of the company to cancel our orders for ten printers from your company.  The printer that you have delivered to us for one-week trial has not been performing well.  The functions that were specified in the brochure are poorly done by the printers.  In addition, we have been experiencing problems with the printer you have delivered to us such as frequent paper jams and ink blots.  Our technician has already checked and repaired the printer but the problem persists.

We have opted to buy another model of printers but also from your company.  Please send us brochures and the prices of your new model of printers which we may choose from.  Our sales manager will conduct other details of this business with you.

Sincerely,

Meeting Cancellation Letter

Mr. Lokajit HindujaPresidentGood Nutrition Co.Bagar Chowk, Jodhpur – 342002

Dear Mr. Hinduja,

I am sorry to inform you that our meeting scheduled next week is cancelled.   Several of the individuals who are set to attend the meeting have called in to inform us that they will not be able to make it on the scheduled date due to urgent appointments that came up this week.  Without their presence, the meeting will not be as fruitful and will not meet the objectives for scheduling the meeting in the first place, thus the organizers have decided to cancel it for a more favorable date. 

The meeting will be rescheduled sometime next month.  Our secretary will be calling you to check on your availability and schedule a date convenient for everyone.

I hope that the cancellation of the meeting has not caused any problem on your part.

Thank you and we hope for your kind consideration.

Respectfully,

Seminar Cancellation Letter

Mr. Lokesh ChaterjuU I T AreaJodhpur – 342001

Dear Mr. Chaterju,

On behalf of the organizers of the Seminar on Advanced Science Teaching Techniques, I would like to inform all the participants that the seminar has been cancelled.  The speaker and facilitator we have invited have informed us that they will be out of town on the scheduled date of the seminar to attend awarding ceremonies.  They have been chosen as representatives of the country at an international event and have only been informed recently about the matter.  They also wish to convey their apologies to everyone for having to cancel only a few weeks away from the seminar.

We will be sending everyone copies of the module on the matter prepared by the speaker himself.  We will be discussing the rescheduling of the said seminar with him as soon as he returns from the activity.

Thank you for your consideration.

Sincerely,

Appointment Cancellation Letter

Mr. Loknath CheenuJhanwar Road, Chopasani Housing Board,Jodhpur

Dear Mr. Cheenu,

I regret to inform you that I will be cancelling the appointment that you have scheduled with me next week.  I know that I agreed to the appointment earlier but a special emergency meeting has been called by the school board and I will no longer be available on the said date.  The meeting was scheduled only recently thus I am cancelling our appointment at such short notice.

I am still willing to continue our appointment at another date that is also convenient with you next month.  At the moment, I do not have any important schedules yet and I will make your appointment one of my priority schedules if you wish to continue meeting with me.  Please respond soon so that I may reserve another date for your appointment.

Sincerely,

COMPLAINT LETTERS

How to write Complaint Letters

Complaint letters are an effective way of expressing the customer’s/consumer’s dissatisfaction with a product or service.  They are better than a verbal complaint as the written word always yields more power than a verbal one.  Here are a few tips to help you write an effective Complaint letter:

One of the most important things while writing a complaint letter is that it should reach the right department and the right person.  Generally such information is available either on the product itself or the receipt of purchase.

Keep the letters short and simple while stating all the facts clearly.   Include the name of the product, the receipt number, the date and place of purchase.  It is also important to clearly state why you are not happy with that particular product/service.  Be specific while stating the problem and avoid sweeping statements or ambiguity.

The tone of the letter should be polite but firm.  It is best to avoid rude and sarcastic statements as these would not get you anywhere.  It is best to take a formal and objective approach in the letter rather than play on the emotional quotient.

You can mention how you wish the problem to be rectified.  It may be in the form of a refund or a replacement or any other method which you think is most suitable.  At this point, it is also good give a time-frame within which you expect the problem to be solved.  Be reasonable while setting the time-frame.

If possible, you can include a couple of positive points of the other party, as this would help you to get a better response.  It is a good idea to include phrases like “Probably, this is a rare case where you have erred…” or “It is the first time in all the years that I have used your service/product that I have a problem…”  Such statements are likely to make a positive impact on the person reading your letter and you can expect a quick reply.

While writing a complaint letter it is important to mention the documents you are including to substantiate your complaint.  Just remember to include only copies of the original receipts or any other relevant documents.

Do not forget to include your contact information.

Noise Complaint Letter

Mr. Paul Mitchell,South Carolina

Dear Mr. Mitchell,

I am Kimberley Wright and I live in the apartment above yours. I have tried to contact you many times but your house keeper tells me that you work at nights and since I work in the mornings, we are not able to meet.

I am writing to you to bring to your notice that your son Brian has a party almost every night at your place. In case you are not aware of this, I seem to take it my responsibility to intimate to you about the same. The issue with your son’s get together is that he plays loud music and there is the sound of laughter and sometimes fights through out the night sometimes as late as 4 am.

I request you to take this matter seriously and as most urgent.

Thanks and regards,

Bank Complaint Letter

Manager,Universal Bank,Ohio Branch

Dear Mr. Hill,

I am Mary Scott and I have an account with your bank holding the account number 145266. I had recently applied for an account detail book and had given a written application for the same. I had applied for the same on the 28 th April 2006. I was informed that I would be issued a new account detail book at the earliest latest by the 8th of May.

Even after repeated trips and calls to the bank, none of the staff respond positively on the status of my application. Yesterday my patience gave up when the teller Mr. Robin Williams asked me to fill a fresh application. I have been a customer of this bank for the past 15 years and never before faced such an issue.

I request you to look into the matter at the earliest and have my account detail book issued.

Thanks and regards,

Customer Complaint Letter

Mr. Richard MartinManager-Customer ServicesProfessional CouriersSan Jose 

Sub: Failure of Courier deliveryDear Mr. Martin,

This is with reference to the failure of delivery of a packet bearing reference number ABC 12345, by your company.  I had handed over the packet on 1st October at your Grand Mall Road Branch and was promised that the delivery would take place within the next two days.  I am sorry to inform you that not only has my packet not been delivered till date, but there has been no attempt on the part of your company to explain the delay.

In all the years that I have relied on your company, this is the first time that I have encountered such a problem.  I hope you will look into the matter immediately and ensure that the packet is delivered positively by 14th October.

I am enclosing a copy of the receipt for your convenience.

Thanking You,

Service Complaint Letter

Customer Care Service DepartmentAlpha Services Ltd.New Town 

Ref: Poor ServiceDear Mr. Davis,

This is to bring to your notice the poor housekeeping services provided by your company on 1st September, bearing reference number ABC 123.  I am sorry to inform you that I was highly disappointed by the Service provided by your company this time.

I have never had the occasion to complain about your services in the past and in view of such a good track record, this month’s service has been a big letdown.

I hope you look into the matter and ensure it is not repeated.

Thanking You,

Sincerely, 

Product Complaint Letter

Manager-Customer CareAlpha ProductsNew Jersey 

Ref: Unserviceable ProductDear Mr. Olsen,

This is with reference to the Alpha Product we purchased from you on 3 rd November, vide receipt number ABC 1234. I am sorry to inform you that the product is unserviceable and does not match up to the required standards.

I am sure this is a rare mistake on your part, so I request you to kindly take immediate action and send us a suitable replacement within the next two days.

I am enclosing a copy of the receipt to help you speed up the process of replacement.

Thanking You,

Sincerely

Employee Complaint Letter

Mr. Sam OlsenManagerXYZ Company LimitedHouston 

Ref: Poor FacilitiesDear Mr. Olsen,

This is to inform you regarding the inconvenience faced by the employees because of poor working conditions.

Our repeated verbal complaints about the inadequate air conditioning units in our Department have yielded no results. I am sure you can understand how this can affect the work productivity of the team.

I request you to kindly look into the problem immediately and take suitable action.

Thanking You,

Sincerely, 

Responding to Complaint Letter

Ms. Alice Potter345 B, Pleasant VillasHigh StreetNew Jersey

Ref: Beta ProductDear Ms. Potter,

At the outset, please accept my sincere apologies for the inconvenience caused to you because of the malfunctioning Beta Product.

As our regular customer, I am sure you understand that this has been a onetime mistake.   Our company is sending a replacement, which I am sure you will find to your satisfaction. 

As a way of expressing our gratitude for your valuable feedback, I am enclosing a 20% Discount Coupon which you can utilize while buying any of our products in the future.

Looking forward to your continued feedback and support,

Thanking You,

Complaint Letter to Airlines

Customer Service DepartmentBangalore International AirportFish King Airlines

Subject: Complaint letter against staff’s misbehavior

Hello Sir / Madam,

This is a gentle effort to bring to your notice one of the most unexpected returns of hospitality. You are counted as one of the best and luxurious airline services in India, claiming yourself to choose your staffs personally so that they can take care of your passengers as own guests. Being one of the regular business class flyers of Fish King, it was beyond my anticipation to receive such misbehavior from your airport staff.

Yesterday I was supposed to board your Bangalore-Delhi morning flight. Due to unavoidable reasons, I got late in reporting at your reception counter. I respect your rules and apologized for failing to adhere to the same. Rest apart, the response I received from the lady at the counter was too rude and unprofessional than anything, which I did not expect at all.

I will not like to take her name specifically, but will surely look forward to a genuine reply from your side.

Thanks and regards,

Complaint against Poor Services

The Hostel In Charge,B-Block, Ladies Hostel,Ambuja College of Management,Pune, Maharashtra

Subject: Complaint against poor housekeeping services in the mentioned block of the ladies hostel

Hello Sir,

This is a gentle reminder of our previous complaint against the poor housekeeping services at the ‘B’ block of the ladies hostel. Being one of the residents of the same block, it becomes really difficult to bear the bathroom stinks for weeks. It had been some three to four weeks when the hostel lavatories and bathrooms were last cleaned. With three pairs of bathroom-lavatory pairs and more than ten heads in a single floor, it becomes really tiresome to keep cleaning them ourselves.

Also, the corridors and dustbins remain equally neglected for months. None of the sweepers are found during the stipulated hours of work. We kept docketing our complaints in the hostel complaint register several times, but of no fruits.It is becoming an unbearable nuisance to be tolerated any more.

We are looking forward to your visit at the mentioned block so that we may find a way our from it.

Thanks and regards,

Complaint Letter to Government

Mr. Abhishek Kumar Malhotra,Block Development Officer,Hatipota, Panaji,New Delhi,

Subject: – Intimation regarding lack of tube wells in the village of Hatipota

Sir,

Most humbly this is to inform you that I, Mr. Yogesh Arora – a resident of the village Hatipota want to request to you that we the villagers of Hatipota are suffering from severe water crisis due to the unprecedented heat during the summer this year.

We, the villagers personally feel that this is so happening due to lack of tube wells in our locality. We thought of bringing the matter to your notice as our repeated request to the concerned government officer went in vain. So, we thought of escalating the entire issue to you. The infants and the old men of the locality are really having a tough time due to this paucity of water.

Looking forward to your kind and prompt action

Thanks and Regards

Complaint Letter to Hotel

The Manager,Oberoi Point International LoungeNavi Mumbai,Maharashtra.

Subject: Complaint letter against loss of belongings

Hello Sir / Madam,

This is to bring to your notice that last night I left some of my belongings including laptop and some jewelry in room number 615 of your hotel. It was claimed to leave valuable things unworriedly in rooms if going out. It was hardly fifteen minutes I went out and found everything vanished after coming back. I had an immediate talk with your in house hotel staff regarding the matter. But none of them found to be showing any interest on the loss. Instead I was rebuked to leave things at my room unattended; where it was clearly mentioned in your check in kit that it is absolutely safe to leave things back.

It is a grave concern from a boarder’s point of view about such illicit things happening in presence of all the hotel staffs. Hope to get some positive response from you soon.

Thanks,

MARKETING LETTER