Business to business letter of complaint re failure to comply with service agreement

For a business, service failures can be real dangers to your bottom line. One of the perennial problems of service agreements is that some work is done, and some isn't. Some is done shoddily, some isn't done at all, etc.

Just make sure you have your facts straight on those terms.

It's the right thing to do to complain first, before taking any other action.

The other party can say, rightly, that you didn't tell them there was a problem, if you don't.

You need to set out your complaint simply and clearly, so what's required to be done is obvious. Do not quote terms of the agreement, at this stage. Leave that to your lawyer, and hope you don't have to do that.

This example is a complaint to a paint contractor who the client says has failed to commence work. The client's letter avoids going into detail, but sets the stage for a follow up from the contractor to get things done. A formal paragraph has been inserted at the end of the letter to explain the client's position.

Your reference
Our reference
Contacts

Dear

Order for Painting work required on Shops 25-40, Anywhere Shopping Mall.

I refer to the above works, which have not been commenced as at the date of this letter. Please note that under these works are required to be completed, and the premises fit for occupation, not later than 31st July, 2010, the date specified in the order.

Please note that shop fitting must commence on that date, as per terms of our contracts with the leaseholders.

Please advise the anticipated time of completion of these works.

Please contact the writer directly should you require any further clarification of the situation.

Yours sincerely