Complain About an Employee Who Has Given Poor or Offensive Service • Letter Templates and Guide

Guide

1Identify the employee in question, and state all the relevant facts concerning the case.
2Include any suggestions you may have about rectifying the situation.
3Assure the reader of your willingness to cooperate if any action needs to be taken against the employee, and express your confidence that the reader will handle the situation appropriately.

Tips

Write this letter in a calm, controlled tone. Expressing too much emotion will weaken your position. Avoid insulting the employee, but accurately describe what he or she did or said that merits a complaint. Since your letter focuses on a single individual, avoid making generalizations about the company or organization.

Example Letter #1

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I think you should be aware of the language that one of your employees is using in the children's shoe department. His identification tag shows the name John. I was shocked to hear him repeatedly refer to some children with words such as "bastards" or "dwarfs." I couldn't believe my ears. He seemed to think it was funny. I don't know how many people he has offended, but I found it so offensive that I don't want to go into that part of the store again.

I personally feel he has no place interacting with the public when he lacks the most basic sense of propriety and kindness. Whatever action you decide to take, my daughter and I are certainly willing to act as witnesses.

Example Letter #2

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For several weeks I have experienced such rude treatment from one of your tellers that I refuse to tolerate it any longer. Each time I try to make a transaction through Ms. Doe, she acts as though I were an annoyance. In one instance, she said she has "no patience in dealing with such petty transactions."

I trust that you will speak to her about polite customer service. If she continues to have this attitude, I will move my accounts to another bank. Customers are not an annoyance; we are the ones who pay her salary.

Example Letter #3

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This afternoon I phoned your business for help. A woman identifying herself as Jane Doe answered the phone and proceeded to talk in a most rude and vulgar manner. The words she used are commonly referred to by their first letter by people with manners. I doubt that she is typical of your employees; however, I think that someone should talk to her soon before your business suffers. All of us need to learn something new occasionally. I guess it is her turn.

Write Your Letter Step-by-Step

1

Identify the employee in question, and state all the relevant facts concerning the case.

Example Sentences

This morning, my wife rang for assistance. A full ten minutes passed before a nurse named Jane finally showed up, acting as if she had been put to great inconvenience. She was rude to my wife and did not help her back into bed. The incident disturbed both of us. I felt I should inform you. As I was shopping in your store yesterday, I overheard two employees, Jake and Thomas, laughing and making obscene remarks about some of the customers in the store. I have appreciated your courteous service through the years and doubt that you would condone such behavior from your employees. Recently, one of your representatives, John Doe, came over to my apartment to drop off some information I had requested. I became very upset at his persistent unwanted advances and asked him to leave my apartment. I understand and appreciate your bank's policy on quick service. I was, however, not impressed with the abrupt way your teller, Jane Doe, served me this morning. After cashing a check at the window, I asked her if she would verify my savings balance. She told me with some exasperation to wait and then retrieved the information. She then called "Next, please," before I had a chance to look the statement over to see if I had any questions. While your helper was spraying my lawn this morning, my cat slipped out of the house onto the lawn. Instead of stopping the spraying so I could retrieve the cat before it became contaminated with the insecticide, your employee deliberately sprayed my cat. I was very upset and feared that my cat might become ill from his malicious behavior. Enclosed is the bill for examination and treatment by our veterinarian.

Example Phrases

2

Include any suggestions you may have about rectifying the situation.

Example Sentences

Example Phrases

3

Assure the reader of your willingness to cooperate if any action needs to be taken against the employee, and express your confidence that the reader will handle the situation appropriately.

Example Sentences

Example Phrases