When drafting a complaint letter about an office air conditioner not working properly, it's essential to clearly state the issue, provide relevant details such as your name, designation, office location, and contact information. Politely request immediate action to resolve the problem, emphasizing the impact on work productivity and employee comfort.

Table of Contents:

Sample Letter Regarding Office AC Not Functioning Properly

The Manager,
___________ (Name of the Business Tower)
___________ (Address of the Office)

Date: __/__/______(date)

Subject: Request for Resolution of Air Conditioner Issue

Dear Sir/Madam,

I am writing this letter to bring to your attention that my name is __________ (Name), and I serve as a ________ (designation) at ________ (Company’s Name), located on the ______ (mention floor) floor with office number ______ (mention office number).

The purpose of this letter is to inform you that the air conditioner in our office is currently not functioning correctly and creating issues such as ______________ (mention the problem). I have already registered a complaint with the support department on /_/_____(date). Although they assured me of a prompt resolution, no action has been taken thus far.

The malfunctioning air conditioner is making it challenging for our team to work comfortably, especially during the afternoon hours when the temperature rises significantly.

I kindly request your immediate attention to this matter and arrange for your service team to address and resolve the issue at the earliest convenience.

For any further inquiries, please feel free to contact me at _____________ (mention contact details).

Best regards,
___________ (Your name)
___________ (Designation)
___________ (Name of the Company)

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  1. What should I include in the complaint letter regarding the office air conditioner?
    • Ensure to include your name, designation, office location, details of the issue, previous complaint dates, and contact information for follow-up.
  2. Why is it important to emphasize the impact on work productivity in the letter?
    • Highlighting how the malfunctioning air conditioner affects work productivity can underscore the urgency of the issue to the management.
  3. Is it advisable to follow up with the management if there's no response to the initial complaint?
    • Yes, if there's no response, consider following up with the management to ensure your concern is addressed promptly.
  4. Should I provide alternative contact details in case the management needs further information?
    • Yes, offering alternative contact details demonstrates your willingness to assist and ensures effective communication channels.
  5. Can I request a timeline for resolving the air conditioner issue in the letter?
    • Yes, it's reasonable to request a timeline for resolution to set expectations and ensure timely action from the management.

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