Let's talk about complaint emails. Getting them right means finding that sweet spot between being direct and being courteous, which isn't always easy.
Using a template helps you strike that balance. It provides a clear structure to build on, ensuring your message is effective and gets the attention it deserves.
<template>
Subject: Defect with Order #[Order Number]
Dear [Company Name or Contact Person],
I'm writing to report an issue with a product I purchased on [Date of Purchase] under order #[Order Number].
The item, [Product Name and Model Number], is defective. Specifically, [describe the defect in detail, explaining what is wrong and how you discovered it]. I have attached [a photo/video] to this email to show you the problem clearly.
To resolve this, I would like a [replacement/refund]. Please let me know the next steps for returning the defective product.
Thank you for your help in this matter.
Sincerely,
[Your Name]
[Your Phone Number or Email Address]
</template>
<template>
Subject: Inquiry Regarding Late Delivery of Order #[Order Number]
Dear [Company Name or Contact Person],
I am writing to follow up on my order #[Order Number], placed on [Date of Purchase]. The estimated delivery date was [Original Delivery Date], but I have not yet received my package.
Could you please provide an update on the status of my delivery and a new estimated arrival date? For your reference, the tracking number is [Tracking Number].
I look forward to your prompt response and a resolution to this matter.
Thank you,
[Your Name]
[Your Phone Number or Email Address]
</template>
<template>
Subject: Feedback on Service Experience on [Date]
Dear [Company Name or Manager’s Name],
I am writing to share my experience with the service I received on [Date of Service] at [Location or on Platform, e.g., your online chat support].
During my interaction, [describe the specific incident of poor service clearly and concisely]. This was concerning because [explain the impact this had on you or your business]. The level of service provided did not meet the expectations set by your company.
To resolve this, I would like [state your desired outcome, e.g., an apology, a follow-up from a manager, or a credit to my account]. I trust that you will take this feedback seriously to improve your customer experience.
Thank you for your time and attention to this matter.
Best regards,
[Your Name]
[Your Phone Number or Email Address]
</template>
<template>
Subject: Billing Error on Invoice #[Invoice Number]
Dear [Company Name or Billing Department],
I am writing to bring to your attention a discrepancy on my recent invoice, #[Invoice Number], dated [Date of Invoice].
The invoice shows a charge of [Incorrect Amount]. Based on my records, the correct amount should be [Correct Amount]. The difference appears to stem from [briefly explain the error, e.g., a discount that wasn't applied, an incorrect charge, etc.]. I have attached [mention relevant document, e.g., my receipt or service agreement] for your reference.
Could you please review this charge and adjust my bill accordingly? I would appreciate a corrected invoice or a credit for the overcharged amount.
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
[Your Account Number or Customer ID]
[Your Phone Number or Email Address]
</template>
<template>
Subject: Warranty Claim for [Product Name]
Dear [Company Name or Customer Support],
I am writing to file a warranty claim for my [Product Name and Model Number], purchased on [Date of Purchase]. My order number is #[Order Number] and the warranty number is [Warranty Number, if applicable].
The product is not functioning as expected. Specifically, [describe the issue in detail, including when you first noticed it]. This defect is covered under the terms of the manufacturer's warranty. I have attached a copy of my original receipt and a [photo/video] of the issue for your reference.
As per the warranty agreement, I would like to request a [repair/replacement]. Please let me know the procedure for returning the item and what the next steps are for this claim.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number or Email Address]
</template>
While these templates help you navigate customer issues from one side, managing your business's communications is just as critical. Flodesk provides the tools to build and maintain strong customer relationships through effective email marketing.
Our platform lets you design and automate emails to keep your audience engaged, which is key to building a loyal customer base that feels heard. See how Flodesk can help you grow your business by simplifying your email marketing.
Effectively handling complaints is crucial for maintaining strong customer relationships. These templates provide a clear starting point for communicating professionally when issues arise.
When you're ready to extend that thoughtful communication to all your emails, we're here to help. See how Flodesk makes it simple to design beautiful emails that keep your audience engaged.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
