A complaint letter is written to voice one’s problem and have it fixed at the earliest. Complaint letter is a semi-official means of communication as compared to verbal means.
The complainant pens down his/her problem, asks concerned authorities to intervene and sort out the grievance and also suggests remedies if possible. Such letter should be concise, brief and written in a polite yet stern tone to imprint one’s situation.
Use our samples and few useful points discussed below to write an effective complaint letter for poor service or product that you have received. It can be written to a business or management.
Complaint Letter Example Writing Tips:
- Start by mentioning items requisitioned for delivery for an oncoming event and specify its date if possible.
- Mention estimated date of delivery of sample/ finished goods.
- State reasons quoted by service provider for delay and the inconvenience it is causing you.
- End by requesting concerned authority to intervene urgently and do needful to fulfill your commitment.
Explore our complaint letter example template to craft a compelling message. Ensure your concerns are addressed with clarity and professionalism using our resources.
Complaint Letter Example Template
From
__________ (your name)
__________
__________ (your address)
To
__________ (name of recipient)
__________ (designation)
__________ (name of organization)
__________ (address)
__________
__________
Date __________ (date of writing letter)
Dear Sir/Madam,
In view of ………….…..(mention oncoming event) on ………………..(specify date), an order for ….(mention items requisitioned for delivery) was placed.
Sample pieces due for trials on ………………….(mention estimated date of delivery) have not been delivered till date.
………………..(specify reasons quoted by service provider for delay and the problem it is posing to you).
Repeated attempts to your office by my staff have gone unanswered. I request you to intervene urgently and do the needful or make alternate arrangements to complete the task ………………………(mention if any advance of payment has been made).
Thanking You,
__________ (your name)
Complaint Letter Example Sample, Email and Example/Format
Sample
From
Serena Wills
St Antony Public School
New Jersey.
To
Ian Smith
Branch Manager
Hallmark Retailers
West coast Avenue
New Jersey
10 August 2013
Dear Mr. Smith,
In view of the oncoming school-fest on 14 October 2013, this school placed an order for the following costumes from your store:
- Boys costume for sun-dance-45
- Girls costume for boogie-woogie dance-35
- Gowns for School choir- 25
Your tailor had visited our school and took measurements of children on 15 August 2013. The sample pieces due for trials on 02 September 2013 have not been delivered till date. The bulk stitching is withheld pending our approval.
Your tailor has quoted reasons like about non-availability of fabric, non-availability of assistants and his own health issues for this delay. It is too late to ask parents to make their own arrangements at this stage.
Repeated calls to your office by my staff and attempts to contact your tailor have not been answered. I request you to intervene urgently and instruct your tailor or make alternate arrangements to complete the task for which advance payment has already been made.
Thanking You,
_____________
Serena Wills
Email Format
Many of us have many complains. And we always want them to be solved as early as possible. A complaint can be made over the phone or by writing a letter. A letter of complaint imprints your situation in better way and in a legal manner. A complaint letter should be precise and the exact problem should be mentioned.
Ref: Complain letter regarding the non working of the refrigerator
Dear Mr. Lawrence,
On 3rd April, 2010 I have purchased a refrigerator from your showroom. Its model no. is 185665 and bill no. is 1032. After installation it was working fine for a week but then its cooling system has broken down.
I first made a verbal complaint about the issue but no action was taken for about a week. Then again I complaint about the problem and one of your engineers came and did the inspection.
He advised me to change the complete set as there was some technical problem with the cooling system which could not be fixed permanently.
Therefore, I request you to kindly change the refrigerator as it is still in the warranty period.
I am enclosing the copy of the bill and other documents for your reference and hope that my request will be entertained very soon.
Thanking You,
Sincerely,
___________
Steven Johnson.
Why Complaint Letter Example
- Provides a Template:
- A Complaint Letter Example provides a structured template that helps individuals draft their own complaint letters effectively, ensuring they include all necessary elements.
- Guides Effective Communication:
- Using a Complaint Letter Example guides individuals in formulating their complaints clearly and professionally, which improves the chances of a successful resolution.
- Ensures Proper Formatting:
- A Complaint Letter Example demonstrates the correct formatting and tone, which is crucial for making the complaint look formal and serious.
- Helps in Articulating Issues:
- A Complaint Letter Example assists individuals in articulating their issues in a coherent manner, ensuring that all relevant details are communicated effectively.
- Saves Time:
- By following a Complaint Letter Example, individuals can save time and effort in drafting their letters, as it provides a ready-made structure and wording.
Importance of Complaint Letter Example
- Facilitates Effective Complaints:
- The Complaint Letter Example is important because it facilitates the creation of effective complaint letters by offering a proven structure and content to follow.
- Improves Professionalism:
- Using a Complaint Letter Example enhances the professionalism of the complaint, making it more likely to be taken seriously by the recipient.
- Ensures All Key Points Are Covered:
- A Complaint Letter Example ensures that all key points are covered in the letter, including the nature of the complaint, the desired resolution, and any supporting details.
- Provides a Benchmark:
- The Complaint Letter Example serves as a benchmark for individuals, helping them understand the standard practices and expectations for writing complaint letters.
- Aids in Faster Resolution:
- By following a Complaint Letter Example, individuals can potentially speed up the resolution process, as the letter will be clear, well-structured, and likely to prompt a timely response.