letter of complaint

It's my first letter to complain . I wrote a letter before to request for things i wanted but it ends up something else. So this is my second letter to that company, but my first letter of complaint. Should i state any reference in the letter and how should it be?

[Anglika]

Write a draft of your letter of complaint and post it in the forum for Letter Writing; then we can comment on it.

[saltyfish87]

UNMATCHED AREA OF BOOTH, LAPTOPS, PROJECTORS AND SOUND SYSTEM REQUESTED

We have booked a booth through your company for our Global Education Fair which is going to be held in Putra World Trade Centre. According to the brochure from your company it is stated that it is a 400 square feet booth but the booth given is only 330 square feet which means it is 70 square feet smaller. The location of the booth we booked earlier is near the entrance but we were given a booth located at the back of the auditorium. We also found that the laptops, projectors and equipment for the sound system were not provided according to our specifications. Here with this letter we enclose a copy of the agreement regarding the laptops, projectors and sound system your company agreed to provide us with for your reference.

We would like to voice out our inconvenience your company had caused us by providing a smaller booth. We had made a layout plan on the settings of our booth based on the size of 400 square feet. We are unable to make any amendments to our layout plan due to the time left. Laptops which are provided cannot support the software we are using which is the Microsoft Vista. Besides that, the projectors we have requested for is in higher resolution. The projectors we are provided currently cannot produce good quality images and it will severely interrupt our presentation during the fair. The equipment provided for our sound system also is not appropriate. We requested for a wireless microphone but we are given a wired one. We are organizing an activity which requires us to walk around to promote our booth. It is hard for us to move freely using a wired microphone. The size of the amplifier is too big for our booth too. It does not fit in well due to the limited space of our booth.

We would like to have solutions from your company as soon as possible regarding the above matter as the education fair is on 14 March 2008, which is only a week ahead. We look forward for an urgent reply from your company before 12 March 2008 because we need some time for our preparation for the fair.

Thank you.

Yours sincerely,

Canis Lim Pui Yee
Student Affairs Manager

Encl. Letter of Agreement

[Anglika]

Originally Posted by saltyfish87

RE: Incorrect booth and supplied equipment, Global Education Fair

We have booked a booth through your company for the Global Education Fair which is being held in Putra World Trade Centre. According to the brochure from your company, we booked a 400 square feet booth but the booth allocated is only 330 square feet which is 70 square feet smaller. The location of the booth we booked was near the entrance but we were given a booth located at the back of the auditorium. We also found that the laptops, projectors and equipment for the sound system were not according to specifications. For your reference, with this letter we enclose a copy of the agreement regarding the laptops, projectors and sound system your company agreed to provide.
This has caused us great inconvenience. We had made a layout plan for our booth based on the size and shape of the 400 square feet. We are unable to make any amendments to our layout plan due to the time left.

The laptops provided cannot support the software we are using which is Microsoft Vista. Besides that, the projectors we requested were for high resolution. The projectors provided currently cannot produce good quality images and it will severely affect our presentation during the fair. The equipment provided for our sound system also is not appropriate. We requested a wireless microphone but we are given a wired one. We are organizing a presentation of our [product/group] which requires us to walk around the booth. It is hard for us to move freely using a wired microphone. The size of the amplifier is too big for our booth and does not fit in well due to the limited available space.

Please immediately investigate this. We would like to have solutions from your company as soon as possible regarding the above matter as the education fair is on 14 March 2008, which is only a week ahead. We look forward for an urgent reply from your company before 12 March 2008 because we need some time for our preparation for the fair.

Thank you.

Yours sincerely,

Canis Lim Pui Yee
Student Affairs Manager

Encl. Letter of Agreement

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