A Complaint Letter is written to lodge a formal complaint to the concerned authority about shortcomings in a particular service/ product or improper functioning as compared to that claimed by the provider/manufacturer.
A customer can use this letter to complain against a product which has become unserviceable in the very first attempt to use or within a short time span after purchase and claim a refund/ free repair from the concerned authorities especially if the product is under warranty.
Complaint Letter Template Writing Tips:
- Start by mentioning about item which has gone unserviceable and its warranty period. Mention date of purchase and location of store from where it was purchased.
- Mention that you are enclosing relevant details of unserviceable item including the defective piece.
- End by requesting company’s office to replace the faulty item in good time and mention your mailing address.
Access our user-friendly complaint letter template to express your grievances clearly and professionally. Perfect for various issues and fully customizable.
Complaint Letter Template Template
__________ (name of recipient)
__________designation of recipient)
__________ (name and address of company)
Date __________ (date f writing letter)
Dear Mr/ Mrs/__________ (recipient’s name)
A ……………………….. (mention item and its warranty period) which I purchased from your store ……………….. (name the store and address) on ……………(mention date of purchase) has become unserviceable within…………….(mention time lapse) after its purchase.[ad type=”banner”]
I am enclosing herewith all relevant details including ……………….(mention proof of purchase you are enclosing) and the defective …………………(mention item).
I request your office to process my application and replace my faulty item with a new piece as promised at the earliest and oblige. Please forward the courier to my mailing address ………………………… (mention postal address)
Thanking You
Yours Sincerely
__________ (your name)[ad type=”banner”]
Complaint Letter Template Sample, Email and Example/Format
Sample
Richard Davidson
Customer Care Supervisor
Samtil Systems
# 34 Sixth Avenue
Downing lane
New York
12September2013
Dear Mr. Davidson,
A Linkia 3010 mobile handset with a warranty of one year which I purchased from your store in New Horizon Street on 10September2013 has gone unserviceable within a day of its purchase.
Since the store manager expressed inability to replace my set without clearance from your office, I am enclosing herewith all relevant details about my purchase including copies of the receipt; warranty card and the defective handset as well.
I request your office to process my application and replace the faulty handset with a new piece as promised at the earliest and oblige. Please forward the courier to my postal address as stated in the warranty card.
Thanking You
Yours Sincerely
Russell Paul
Email Format
A complaint letter in general used to report anything that works in a wrong way. For example, you may buy a product from a good dealer, but it may malfunction on the first day of its use and you can use the complaint letter to inform the dealer about this and also to claim for a refund or repair service if you have warranty. Check the template below.
Template:
Receivers name.
Receivers designation.
Company details.
Date.
Dear Mr./Mrs. Name,
I am Madan writing from the state of Michigan. Yesterday I bought a electronic gadget from you shop with a warranty of one year. Unfortunately, the electronic gadget is not working good anymore and it spoiled my another electronic gadget coupled to it.
Since, you have a big and reputed dealer ship with good customer service, I request you to repair my malfunctioned gadget or to replace the product under warranty. Details about receipts and warranty card is enclosed with this letter.
Kindly make this service as soon as possible, so that there is no need for me to approach a solicitor or consumer group.
Thanking you,
Yours sincerely,
Signature,
Name.
Why Complaint Letter
- Addresses Issues:
- A Complaint Letter is essential for formally addressing and resolving problems or grievances with products, services, or situations that have not met expectations.
- Documents Concerns:
- It provides a written record of the issue, which is important for tracking the problem and ensuring that it is addressed appropriately.
- Requests Action:
- A Complaint Letter is used to request specific actions or remedies to resolve the issue, such as refunds, repairs, or corrective measures.
- Provides Feedback:
- It serves as a feedback mechanism, informing the recipient about the problems encountered and suggesting improvements.
- Promotes Resolution:
- The letter facilitates a structured approach to resolving the problem, ensuring that the issue is handled in a professional manner.
Importance of Complaint Letter
- Formal Record:
- The Complaint Letter is important as it provides a formal, written record of the issue, which is crucial for tracking and managing complaints effectively.
- Ensures Resolution:
- A Complaint Letter is important for ensuring that issues are addressed and resolved by clearly stating the problem and requesting specific actions.
- Encourages Accountability:
- By documenting the complaint, the Complaint Letter encourages accountability from the recipient, ensuring that appropriate steps are taken to address the issue.
- Promotes Professionalism:
- It helps maintain a professional approach in resolving issues, which is important for preserving relationships and ensuring fair treatment.
- Provides Feedback for Improvement:
- The Complaint Letter is important for providing constructive feedback that can lead to improvements in products, services, or procedures.