The Complaint Letter About Service is a formal document used in Belgium when a consumer needs to register dissatisfaction with a service provider. This document is essential when informal resolution attempts have been unsuccessful and a formal written complaint is necessary. It must comply with Belgian consumer protection laws and EU consumer rights directives, particularly the Belgian Consumer Protection Act and relevant EU regulations. The letter should be used when there is a clear breach of service standards, contract terms, or consumer rights, and should include specific details about the service issue, documentation of previous communication, and a clear statement of the desired resolution. This format is recognized by Belgian authorities and can be used as evidence in consumer protection proceedings or alternative dispute resolution processes.
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1. Sender's Details: Full name, address, contact information, and customer reference number if applicable
2. Recipient's Details: Company name, department, address, and any relevant reference numbers
3. Date: Date of writing the complaint letter
4. Subject Line: Clear identification of the complaint topic and any relevant reference numbers
5. Service Details: Specific details about the service purchased, including date, location, and cost
6. Problem Description: Clear and factual description of the issue, including dates and specific instances
7. Previous Contact: Summary of any previous attempts to resolve the issue
8. Expected Resolution: Clear statement of what resolution you are seeking
9. Response Timeline: Specification of expected response timeframe in accordance with Belgian consumer law
10. Closing: Professional closing statement and signature
1. Legal Rights Reference: Include when specifically invoking consumer protection laws or EU directives
2. Financial Impact: Add when there are specific financial losses or damages to detail
3. Third Party Involvement: Include when referring to involvement of consumer protection bodies or legal representatives
4. Deadline for Resolution: Add when setting a specific deadline for resolution before escalating
5. Mediation Request: Include when proposing or requesting alternative dispute resolution
1. Purchase Documentation: Copies of receipts, contracts, or service agreements
2. Communication Records: Copies of previous correspondence, emails, or chat logs
3. Evidence of Issue: Photos, videos, or other documentation of the service problem
4. Expert Reports: Any relevant technical or expert evaluations of the service issue
5. Timeline Document: Chronological list of events and interactions related to the service issue
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