What to do if you face problems at work? What can you do if you are unhappy about something? If you have a concern, problem or complaint at work, or with a product or anything, you might want to take this up further in order to find a solution. This is known as raising a grievance. You can use the grievance to raise an issue you’re unhappy about with your employee or with any product that recently bought. A grievance letter is usually written by a customer to a company when he or she is not completely happy with their products or services. It’s certainly a good idea to pen down your concerns and anything that happens. This will prove to be a record. All evaluation and investigation would be done on the basis of your grievance letter. Grievance letter must be written in the most professional way accomplishing all its contents, requirements and basics.
However, the purpose of such a letter is not to criticize the company or show it down but to provide constructive feedback which can help them to better themselves. You should also keep in mind that a grievance letter should not be all negative and should also focus on some of the positive parts of the experience that the customer had during the interaction with the company.Also, explain your feelings about the issue or problem you had at the workplace. But don’t be too emotional in this regard.Remember, grievance letter must be brief but details oriented. It should not base on too many long stories but on right and key facts.
Grievance Letter Writing Tips
- You should write the letter as soon as you have had the negative experience with the product or service.
- You should refrain from getting personal with any of the employees of the company as your grievance is with a product/service and not any person
- You should attach the invoice to the letter and include the details of the product or service in the letter
- Always mention in the letter if the product is within the warranty period and enclose a copy of the documents to prove your point.
- Check the letter for spelling and grammatical errors
- The letter should set out what your complaint is with enough detail for your employer to be able to investigate it properly.
- If you have already tried to resolve this matter with someone at work, please set out what happened when you tried to do this. If you agreed on any solution, say why it hasn’t worked.
- Set out any personal or work-related effects this problem has had on you.
Template of Grievance Letter
Use our free Grievance Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
________
________
________
Date: _______ (Date on which letter is written)
To,
________
________
________
Subject: Grievance letter
Dear _______(Sir or Madam),
I regret to inform you that the ___________ (What is the name of the product) that I bought from your authorised showroom is malfunctioning within one month of purchase. I have bought several products of ____________ (What is the name of the company) and have never experienced any problems.
Again I have had very good experience with the customer service provided by your company, which is why I am extremely surprised that several phone calls to your toll-free number have provided no results.The ___________ (What is the name of the product) is still under warranty and I will be happy if you can replace it if it cannot be repaired.
I will be looking forward to your prompt response.
Thanking you,
Yours Truly,
Name and signature
Template of Grievance Appeal Letter
Use our free Grievance Appeal Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject – _______________________(Mention the purpose)
Respected _______(Name),
I am _____ (Your Name) is writing this letter to bring to your kind consideration the unending woes that the people in our location undergo on account of lack of sufficient lamps in the area. As we native people approached the higher authorities what we can hear is accusations and counter accusation without properly addressing the issue.
For the past many years we are striving for it, and there is no move from any of the officials to solve the issue so far. Hence, we earnestly make an appeal to you to kindly take the necessary steps to immediately address the issue which may bring new light to the village life as a whole.
Thanking you.
Yours sincerely,
Name and signature
Template of Formal Grievance Letter
Use our free Formal Grievance Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: ______________
Dear _____,
I write this letter to seek your help in solving a situation that I am facing at work. It is a problem that is generating some worry and that I have not been able to solve without bringing it to your notice. I hope you will help me in solving, so that we can work with the problem as soon as possible.
__________________________________________________________( explain the series of incidents that land you into writing a grievance letter).
I raised this matter informally, but haven’t been satisfied with the outcome. I was very upset about this as I have been in this job for over a decade and have not had any problems in the past. I would welcome the chance to talk this through with you at a convenient time and place. I shall be grateful to you.
Thanking You,
Yours truly,
Name and Signature.
Sample Letter of Grievance Letter
From,
Marcel Dunbar,
123 West End Street,
Los Angeles.
Date: 30th March 2017.
To,
Cuthbert Banks,
Great Eastern Appliances,
12 Boulevard Street,
Los Angeles.
Subject: Grievance Letter.
Dear Sir,
I have bought a semi-automatic washing machine of XYZ company from your esteemed company’s authorized showroom on ______( date on which you have bought the product) and it was working fine when checked before purchasing. However, when I tried to use it at home it failed to start. Even after reading all the instructions from the instruction book, the machine was still not in an operating condition.
I have used several home appliances made by your company and have had a good experience with all of them. Hence I was quite surprised when faced with this unfortunate situation. At the same time, the XYZ company is well known for its excellent customer service, but several phone calls to your toll-free number have achieved no results.
I look forward to promoting action regarding my grievance.
Thanking You,
Yours Truly,
Name and signature
Sample Letter of Grievance Appeal Letter
From.
Rakesh Salve
123 Leena Housing Society,
Khar,
Mumbai.
Date- DD/MM/YYYY
To,
The secretary,
Leena Housing Society,
Khar,
Mumbai.
Subject: Grievance appeal letter
Respected Sir/Madam,
I, Meena Vani, am a responsible citizen of our society, who on behalf of our village is writing this letter to bring to your kind consideration the unending woes that the people in our location undergo on account of lack of sufficient lights in our area. This becomes even more relevant as the thieves and robbers are looting public money and ornaments from the resident’s houses.
Even the policemen say that since the municipality is taking no action to erect lamps in the vicinity, it becomes easy for the thieves to carry on their nefarious activities. Sir, as an honorable citizen I take this as my responsibility to present the case before you and seek an appropriate remedy for the problem.
People are suffering like anything and commodities worth 20, 0000 has already been stolen from the households in this area, and the people are all the more afraid to step out of their houses due to fear of robbery and theft. It looks like a deserted area in the thick darkness of the night and needless to say there is a very little social life in this area after the sun sets. All these factors are affecting a healthy community life in this area.
Hence, I appeal you to kindly take immediate action to expedite the process and erect necessary road lamps in our village and save its honor. We have approached many officials including the Collector and councilor and they tend to condemn each other. Unfortunately, no action has been taken so far, and the woes of the public go on as never before.
Thanking you,
Yours sincerely,
Rakesh Salve
Sample Letter of Formal Grievance Letter
From,
Sandra Simon
2002 North Grand Avenue,
Las Vegas,
NM 87701
Date: DD/MM/YYYY.
To,
The Supervisor
Tesco enterprises
230 Plaza Street, Las Vegas,
NM 87701
Subject: Request to repair the ladies toilet
Dear Mrs. Bing,
I write this letter to put forth an application to fix the toilets in the women’s restroom on the second floor. I have verbally complained about this broken toilet earlier. Since no action has been taken till now, I am forced to send a written complaint regarding the same.
Altogether 20 women are working on this floor, but there is only one toilet in use. So we are compelled to wait for long and waste most of our work time.
I request you to look into the problems we face due to limited restroom availability, and I assume that repair works will be done without delay.
We are grateful to the company for all the provision and facilities they have given till date.
Sincerely,
Sandra Simon.
Email Format of Grievance Letter
The following is the Email Format that should be followed while writing a grievance letter.
From: name@email.com
To: name@email.com
Subject: Dissatisfied with after sale service
Dear Sir/Madam,
I am writing to seek your help in resolving a problem that I am experiencing at work. It is a problem that is causing me some concern and that I have been unable to solve without bringing to your attention. I hope in doing so we can deal with the issue quickly. In so doing, I am asking ______________(company’s name) to observe the implied term of ‘mutual trust and confidence’, between customer and company relationship.
Recently, in October during Diwali festival, I had purchased a 32” LCD television from ____________ (name and address of outlet) vide Invoice number ________ dated __________. All the formalities have been completed so far, and I was promised that the installation of my television set would be done within 2 working days. I am afraid that with 5 days gone by and my repeated telephone calls at the toll-free customer service number, my set still remains uninstalled.
When any customer picks up a product of your company, s/he swears by the after sale service. Even I have other products of your company installed in my house and have never faced a similar problem. I am surprised how I am caught up in such a situation this time around.I have great expectations from your company and would appreciate if my grievance were handled on priority. I trust, therefore, that (company’s name) will observe the ‘good faith performance’, and take ‘reasonable and practicable steps’ to remedy the following issue with immediate action. I look forward to a speedy action on my request.
Thanking You,
Warm Regards,
(Name of sender)
Email Format of Grievance Appeal Letter
Below mentioned is the email format of Grievance Appeal Letter
To: (receivers email address)
From: (senders email address)
Subject: Grievance appeal letter
Respected Sir/Madam,
I, Meena Vani, am a responsible citizen of our society, who on behalf of our village is writing this letter to bring to your kind consideration the unending woes that the people in our location undergo on account of lack of sufficient lights in our area. This becomes even more relevant as the thieves and robbers are looting public money and ornaments from the resident’s houses.
Even the policemen say that since the municipality is taking no action to erect lamps in the vicinity, it becomes easy for the thieves to carry on their nefarious activities. Sir, as an upright citizen I take this as my responsibility to present the case before you and seek an appropriate remedy for the problem.
People are suffering like anything and commodities worth 20, 0000 has already been stolen from the households in this area, and the people are all the more afraid to step out of their houses due to fear of robbery and theft. It looks like a deserted area in the thick darkness of the night and needless to say there is a petite social life happening in this field after the sun sets. All these factors are affecting a healthy community life in this area.
Hence, I appeal you to kindly take immediate action to expedite the process and erect necessary road lamps in our village and save its honor. We have approached many officials including the Collector and counselor and they tend to condemn each other. Unfortunately, no action has been taken so far, and the woes of the public go on as never before.
Thanking you,
Yours sincerely,
Rakesh Salve
Email Format of Formal Grievance Letter
The following is the Email Format to be followed for a Formal Grievance letter.
To: name@email.com
From: name@email.com
Subject: Request to repair the ladies toilet
Dear Mrs. Bing,
I write this letter to put forth an application to fix the toilets in the women’s restroom on the second floor. I have verbally complained about this broken toilet earlier. Since no action has been taken till now, I am forced to send a written complaint regarding the same.
Altogether 20 women are working on this floor, but there is only one toilet available here. So we are compelled to wait for long and waste most of our work time.
I request you to look into the problems we face due to limited restroom availability, and I assume that repair works will be done without delay.
We are grateful to the company for all the provision and facilities they have given till date.
Sincerely,
Sandra Simon.
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