The best thing about being a consumer is having customer service to rely on if anything goes amiss. However, what does a person do when they are having issues with customer service itself?
They write a complaint letter to the company whose customer service was not convenient enough for the concerned individual.
The main aim of a complaint letter for bad customer service should be to outline a concise expression of your concern while being firm and professional. 🙌🙌
What to Write in a Complaint Letter for Bad Customer Service?
The main aim of a complaint letter for bad customer service stands to outline your unhappiness concerning the caliber of service you experienced and to ask for an explanation and solution to your predicament from the concerned organization. 🧾✒️
It serves as a formal letter of communication and hence has to follow a set of guidelines for it to be suitable.
- Primarily penning down your contact details, name, address, and any other relevant personal information is important.
- This would ensure that when the company sees your letter, they can get back to you using the details. 🖋️
- Refer a good salutation to the person of the company you are writing to.
- Address them with dear or respectfully (sir/ma’am). 🤔
- Indicate the reason for your letter by mentioning the date and how you were dissatisfied with the customer service.📑
- It is important to chalk out the reason clearly and precisely without beating about the bush.
- The specific problem you faced with customer service must be the major part of the body of your letter.
- Provide all additional details like receipts, invoices, or relevant emails regarding the incompetence of customer service. ✅✅
- Mention how the poor customer service impacted you and your disappointment in how the situation was being handled.🧐
- Ask for a solution which could be anything starting from a mere apology to a monetary refund.
- You can ask for a replacement, too, or any other solution that is relevant to your issue.
- Always remember to be firm in mentioning a deadline within which you expect them to look into your complaint or solve it. ✋
- Conclude the letter on a polite note and agree on cooperation.
- Being impertinent would not improve your chances of being heard.
Tips to Write a Complaint Letter for Bad Customer Service
For a complaint letter to be effective, it has to be assertive, direct, and precise. It won’t matter if it is short as long as it conveys all that you intend to say. Therefore, I bring to you certain tips that would come in handy while writing a complaint letter for bad customer service:
- Take a positive stance
Try to offer prospective solutions or improvements rather than only concentrating on the drawbacks. Describe your problem in a way that would lead them to look into the competence of their customer service and improve it for the future. 🥰
- Keep calm and be polite, but always stay assertive
Nothing would come out of being sentimental or rude. So, always try a pragmatic approach and be firm in your stance. 🙌
- Maintain a record of your complaint letter and remember to proofread
Proofreading is necessary to avoid unwanted errors and keep clarity of tone in your writing. Also, keeping a copy of your letter with you serves as proof for further inquiry in the process.📑✔️
- Be clear and specific
Make sure to properly outline what you need or expect from them. They should have a clear idea of how to solve your issue, whether by a written note of apology, monetary refund, etc.
😊🙌
- Correct forwarding address
When drafting the letter, make sure you address it to the correct person; forwarding it to the wrong official would only delay the process.
- Follow-up about the letter
Consider taking your complaint further if they do not respond within your stipulated timeframe, or you are not satisfied with their solution. Either way, keep a close follow-up about the letter.📑🤔✋
Template: 1
Complaint Letter for Bad Customer Service in Hotel
To
The Manager,
[Name of hotel]
Address
My name is [ABC]. I am writing this letter after staying at your hotel (hotel name and location) last week. This letter is about the poor condition of customer service with high customer dissatisfaction.
I chose your property after reviewing your website which portrays a completely different picture compared to reality. You mentioned that Super Deluxe offers a lot of amenities that are not even available in your best rooms.
Ever since I checked in, my experience has always been the worst.
There was no one to welcome at the reception. A room service boy took 10 minutes to address us and 15 minutes to call the receptionist.
No room service facilities were available for tea, food and room cleaning. The bathrooms and toilets were not cleaned before check-in and I had to pull the person with me after calling 10 times for service. Power cuts are another disaster. I never thought I would face a power cut-off on such a 4-star property. You have electrical equipments that do not work or does not have the power to work. This way you save electricity, I hope.
Speaking of your hotel outside the room, the swimming pools have not been cleaned for the past 1 week. There is no equipment except tables on the table tennis court. Other games are only advertised on your website.
In short, your service has completely ruined our vacation.
I will definitely take proper action against these issues and make sure not a single star gets into your property.
Regards,
(sender name)
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Template: 2
Complaint Letter for Bad Customer Service in Hotel
To
The Manager,
[Name of hotel]
[Write your address]
Subject – a Complaint Letter for Bad Customer Service in Hotel
This is to bring to your kind attention that we are extremely disappointed with the service provided by you when we had visited (Mention hotel name) on (mention date).
To celebrate our wedding anniversary we thought of visiting (Mention the name of the place). I stayed in room no (Mention room No) from (write the date) to (write the date).
During my stay, I have been served terrible food. It was (Mention month), despite the winter, the hotel did not have any heaters. We enjoyed the same temperature inside the house as it was on the outside. All the furniture and electrical appliances inside the house were primitive. I complained about this to the manager but it did not improve till the date of checkout.
I want to encourage you to improve your customer service as I don’t want anyone to ruin his or her vacation staying here. After hearing from one of my friends I had a positive impression of your hotel but it’s totally ruined now.
I can only assume how disastrous it can get in the case of others. I just expect that this problem will be solved prior to my following stay.
Regards,
(Sender name)
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Template: 3
Complaint Letter for Bad Customer Service in Hotel
To
The Manager,
[Name of the hotel]
[Write your address]
Subject – a Complaint Letter for Bad Customer Service in Hotel
I would straight away like to bring to your notice that I and my friends stayed here as we are going to catch a train in the morning back to our home. And we think that it’s our misfortune that our prolonged journey has ended to your hotel.
We were on a short-term trip to (Mention place) as we all needed some fresh air and we all needed a breakaway. We were all tired, we searched for some hotels online, and this hotel was the closest to us and decided to stay here for the night.
Upon first glance (Mention hotel name) seemed deserted, it took a lot of time to finally show up at the reception. They gave us our room keys, while I was on the stairs I could have fallen because of how fragile they were. We all had reserved a separate room and all were in the same positions, disgusting and stinky.
There was thick dust on everything like windows, walls, and even furniture. The shower was not working, and the toilet seats were broken.
We checked out after only one night, despite paying for (Mention days). In the near future, I will not recommend anyone to stay here for once.
Yours respectfully,
(Write sender name)
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
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