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Letter of Complaint Regarding Salesperson

By: Beth Morrisey MLIS - Updated: 20 Apr 2012 | comments*Discuss
 
Letters Business Letters Letters Of

The producer-distributor relationship can be tricky given that each business wants to do the best for themselves and may have their own ideas about what this means and how to achieve it. But one thing's for sure, neither a producer nor a distributor will win customers over if products are being sold by rude, lazy or incompetent salespeople. While it is almost always the distributor's job to hire and train staff this does not mean that a producer can not lodge a complaint if the staff is not performing as instructed. Producers who are unhappy with a salesperson hired to sell their goods always have the right to lodge a letter of complaint.

Content of Letter of Complaint Regarding Salesperson

A letter of complaint regarding a salesperson must make clear that there is a problem with the named salesperson and provide details of the problem. Very often this will include details of the offensive behaviour, when it was witnessed, where and by whom. If the letter of complaint is lodged following a string of observations then information on the pattern of behaviour is necessary. Such letters can also contain suggestions on what the letter writer would like to see happen to this salesperson, such as further training, probation or dismissal, though it must be remembered that such suggestions may not be followed. If the letter writer does have some right to intercede in this matter, and would like to exercise this right, then the document giving these powers should be referenced to clear any confusion.

Format of Letter of Complaint Regarding Salesperson

A letter of complaint regarding a salesperson may well stay in that employee's file and so should be formatted as a formal business letter. The name, title and mailing address of both the letter writer and recipient should be included and formal salutations and closings should be used. The date of the complaint should be clear for future record keeping purposes and the writer's signature should be included too. Formal complaints that are being made on behalf of a company or organisation should be made on that company or organisation's letterhead. Email delivery may be appropriate for less formal complaints, but postal delivery is appropriate for formal complaints.

Sample Letter of Complaint Regarding Salesperson

Ms. Melissa Green
Job Title
Organisation One
Mailing Address

Date

Ms. Cynthia Griffin
Job Title
Organisation Two
Mailing Address

Dear Cynthia,

Please be advised that on [Date] at [Location], I observed an [Organisation Two] employee named [Employee Name] overcharging a customer for a [Organisation One] product and swearing at the customer when confronted about the price discrepancy.

As you know, both [Organisation One] and [Organisation Two] flourish because we provide quality products at competitive prices, but if these products can only be obtained after interacting with surly sales staff I'm afraid that it won't be long before our customers look elsewhere for similar items.

I know that such behaviour is abnormal for [Organisation Two] staff and for this reason would recommend that [Employee Name] attend another session of staff training to make sure that the protocols of customer interaction remain fresh in her mind. I'm sure that with these reminders [Employee Name] will do both [Organisation One] and [Organisation Two] proud with her sales record.

Thank you,
_____________
Melissa Green
Title

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