In cases that you notice some problems that must be brought to the immediate attention of your community leaders, you might wonder on how to do it. Complaint letters stating the community problem is the perfect type of letter for this concern. The body of the letter should contain a brief, yet straightforward description of the facts.

It is important that you clearly state the problem and what you wish to be done about it. Here is an example that deals with a concern about setting a new speed limit within the community:

SAMPLE LETTER

April 25, 2010

Michael Jones, Chief
Rosewood Street Traffic Officers
Rosewood Traffic Station
17 South East Rosewood Street
Chicago, IL 65432

From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432

Re: New speed limit along North East to South East road

Dear Officer Jones:

I, along with other concerned residents of Rosewood Street, have observed that there is an immediate need to implement a new speed limit that stretches along the North East to South East roads. We gave noticed that there have been vehicles driving at speeds that are too fast in an area near the community’s pre-school. In addition to the fact that there are children is that it adds dangerous conditions to the rest of the community.

I know that the council is currently pre-occupied with other issues concerning our community, but this issue deals with the safety of every individual in our area so it demands your immediate action.

Please let me know if there’s something we can help you with in dealing with this issue. I look forward to hearing from you regarding a resolution of this problem. Please contact me anytime at 872-7777.

Sincerely Yours,
Matilde Thomas

When writing a complaint letter about harassment, it is important that you sound confident and that you are certain of what you’re talking about. But despite that, it should not sound insulting as it can also be used against you. It is important that you stay on point.

It does not follow that when you’re writing a complaint letter that you will take legal action. Although it is possible, only mention it in your letter, only if you’re willing to follow through with it. An example of this kind of letter is as follows:

SAMPLE LETTER:

April 25, 2010

To: Credit Line Company
458 South West Main Street
Chicago, IL 65432

From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432

Dear Customer Service Manager,

I have been a credit card holder with your company – the Credit Line Company for more than five years now. Since then, I have been able to pay my bill on time and I have been treated with utmost respect by all employees I interacted with. It was not until April 16, 2010 that I felt harassed by one or some of your customer sales representatives.

I am writing to complain about the late night calls I’ve been getting just to remind me that I need to send and pay my overdue payments and bills. I completely understand why the phone call needs to be made but it has only been a week since the payment was due. I also did not ignore the fact that I had these payables so I informed your office twice about my current financial situation. Despite this, I am still being harassed for the money.

I shall be cancelling my subscription if I do not receive a resolution to this matter. I have made arrangements to meet my payments. If I receive any more phone calls or letters from the company, I will immediately send all feasible evidences of this harassment to my lawyer and to the State Attorney’s office. Do not contact me again.

Sincerely Yours,
Matilde Thomas

When you need to write a complaint regarding an unfair settlement, it is important that you keep it professional. Examples for these settlements are those from insurance companies that pay you off in a case where there is a loss or damage of an insured property. When composing this letter, you should state the reason why you wrote and what you wish for them to do.

For financial issues like this, it is necessary that you enclose supporting documents. Also provide a telephone number where you can be reached for the settlement process. A concise example of a complaint letter about an unfair insurance settlement is shown below:

SAMPLE LETTER

April 25, 2010

Michael Jones, CEO
Eternal Insurance Plans
187 South East Rosewood Street
Chicago, IL 65432

From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432

Dear Mr. Jones,

Just this morning, I received a settlement check you issued for the storm damages that occurred to our property in York last month. It is in the amount of $750.00 with regards to the storm damage that occurred to the property. The letter that comes with the check states that it reflects the depreciation value of our property.

I would like you to take another look at my insurance policy number 5874662 where you can clearly see that I have been settling the surcharge fees required so the property won’t be receiving a depreciation value. When you look at the records, you will see that I am entitled to receive $1,320 instead of the $750 you sent.

Having said that, I believe that there has been an error. I am asking for the right amount to be sent to me. Please send the balance for the full settlement.

If you need to discuss more with me regarding this issue, please contact me anytime at 872-7777. Thank you very much!

Sincerely Yours,
Matilde Thomas

Getting the products you ordered delivered to the right address is just as important as getting the right product. The standard delivery time is 6-8 business days, so if you’re order has not arrived in two weeks’ time then it is reasonable for you to do a follow-up. A delay in delivery may be due to a change in address that the company was not able to take note of, or a confusion as to getting a certain product delivered to the wrong person.

Complaint letters on faulty deliveries or shipping errors can be usually sent thru email. It may be written for the purpose of correcting the delivery address, getting the right product delivered or in some cases, canceling the order altogether. Here is a sample:

SAMPLE LETTER

Tom Block
Store Manager
XYZ Company
50 Henry St.
Hasbrouck Heights, NJ 07604

April 27, 2010

Dear Sir:

I recently ordered two memory cards from your company on April 17 and have not received them. I ordered from your website and made the purchase with my credit card. The transaction was made on April 17, 2010 and my order verification/reference number is 2457896.

I am quite sure that my address was accurately indicated in the form offered on your website. I instructed it to be delivered under my name, Chris Harris, at 1745 Bay Isle Dr., Point Pleasant Beach, NJ 08742. Unfortunately, I learned from an old neighbor, Anne Johnson, that you sent my order to our old address at 409 Lafayette Ave., River Edge, NJ.

Please have my order redelivered to my current address here at Point Pleasant Beach as soon as possible. I already bought several items from your website like software CDs and hard drives, yet this is the first time that the products have been delivered to my previous address. Unless the memory cards I ordered are delivered within two weeks, I will have to buy it from another company. In line with this I would request for my order to be canceled and my account to be credited with $200, the amount I paid the memory cards for using my credit card.

I would appreciate your immediate response regarding this matter. Please email me at chrisharris@excite.com or call me at (201) 555-7986 as soon as possible. Thank you.

Yours sincerely,

Chris Harris

August 12, 2002

Mr. Eduardo Reyes
PIP Enterprise

Dear Mr. Reyes:

One week ago, August 06, I ordered thirty lamp shades, my order No. 1452A, and your invoice No. 1245.  The shipment arrived yesterday, presumably in fulfillment of my specifications.

The entire lot us unsatisfactory.  The color is not as specified; the material is of inferior quality; and the shades are not even all of the same size.  Some of them also have defects that are glaringly visible.

I am returning the entire order by express, collect, and shall expect to receive the correct items merchandise at your earliest convenience.

Sincerely,

Michelle Ortega

January 12, 1996

Mr. Dennis Santos
Tagles Ville
Abucay, Bataan

Dear Mr. Santos:

I am sorry to have inform you that your check bearing the date of January 25, drawn to me in the amount of Php 15,000 for the car accessories, is not good.

On January 26, I deposited the check in the Philippine National Bank. I received it back this morning with the notation “No Funds.”  We all make mistakes, at times, in the matter of our bank accounts, and I am sure that this is what happened in your case, perhaps because of heavy purchases for the Christmas season.

Of course, you understand my position in wishing to have the error corrected at once.  Will you therefore please send me immediately a certified check for Php 15,000 plus protest charge (statement enclosed) which I was required to pay.  Your prompt attention will enable me to adjust my account with the bank and to return your original check.

Sincerely,

Janice Ortega

August 17, 1991

Mr. Rodrigo Iwamoto
ABS Enterprise
Cubao, Quezon City

Dear Mr. Iwamoto:

A complete check-up was made this morning when we learned from your letter of August 12 that you were unable to locate the 3 dozen E-143 towels on invoice 582.

As our records clearly indicate that these towels were included in the shipment, we are asking your cooperation in making a further search to see if they were overlooked when the shipment was checked.

Since the first of the year we have been numbering each item on the invoice and putting the same number on the package.  In your order the E-143 towels were marked No. 19 on the invoice, but it occurs to us that we have failed to mark the package and that perhaps it was set aside in your receiving room and not associated with the number on the invoice.

Will you please make a further investigation and let us know your findings?

Sincerely,

Jenny Cruz

August 18, 2002

Mr. Andy Reyes
Bataan Lumber Enterprise
Pilar, Bataan

Dear Mr. Reyes:

Thank you for your check for $74.40 in payment of our invoice no 14344, of August 15, amounting to $80.00.  At the same time we wish to call your attention to our terms, which you apparently misunderstood.

According to the invoice you were entitled to a quantity discount of 5%, and also a cash discount of 2%, if you paid within ten days from date of invoice.  The quantity discount, or 5% of $80.00, is $4.00, which brings the amount of the bill to $76.00.  From this amount ($76.00) you have deducted the cash discount of 2%, or $1.52, had you paid the bill before August 25.  This would have brought the amount of the bill to $74.48.

Unfortunately, your remittance was neither made out for the correct amount, nor did it reach us in time to allow us to give you the benefit of the cash discount of 2%.  Now, if we are to allow this discount under the present circumstances, it would only be fair to make similar exception in the case of our numerous other customers.  Such practice once resorted to, would, you will readily see, soon disrupt our entire credit system.

For these reason, and also because the net amount of the bill will not be due until September 15, we thought it best to return the check to you.  Please send us one for the correct amount.

Sincerely,

Mr. Frankie Tan
General Manager

January 11, 2005

Ms. Betty Florencio
Instructor
Western Union University

Dear Ms. Florencio:

Based on your grading sheets the following students have prelim grades in their subjects under you for this semester, thus:

Student : Santos, Rizza
Subject: Math113
Grade: 5.0

But based on the records of the Assessment Office this student did not claim her permit to take the Prelim Exams. It appears therefore that this student was allowed by you to take her prelim exams without permit, an act which constitutes violation of school policies involving conduct of term exams.

In fairness, please explain in writing and submit to this office within 24 hours upon receipt hereof, why no administrative sanction should be imposed on you for gross violation of college policies involving conduct of term exams.

Failure on your part to do so shall constitute a wave of your right to be heard.

Alfredo Herrera
College Administrator

April 12, 2001

Mr. Rolan Castro
ABC Fashion Company
Morayta, Manila

Dear Mr. Castro:

I am sorry, but the coat I purchased of you on February 3 for P 1,568.00 is not giving the service I feel a coat of this quality and price should give.

In the two months I have had it, I have not given the coat severe or unusual wear, but already the nap is wearing away above the cuffs and pockets. Also, the lining has given way at the armholes.

If I were in Manila, I would be glad to bring the coat in for your inspection. That being impossible, I am sending it to your under another cover. When you see it, I believe you will feel as I do – that the cost is not up to your standard.

As I like this model and feel that this coat has been an exception, I would be interested in securing another one, provided you are able to make me a sufficiently attractive allowance.

Your truly,

Mrs. Erica Topaz