A complain letter is written to voice one’s grievance against a product or service. The complainant furnishes details of purchase/service taken to concerned authorities in the organization he/she is complaining to and requests them to help him/her overcome the problem in hand.
Complaint Letter Example Writing Tips:
- Start by mentioning duration of business association.
- Briefly explain the problem you are facing currently.
- Mention authority with whom the problem has been discussed.
- Mention realistic deadline for corrective action by the other party and state the action you intend to take if the service/commitment is not fulfilled.
- End by requesting concerned authority to do needful urgently.
Access a variety of complaint letter examples and templates tailored for your needs. Simplify your complaint process with our easy-to-use resources and guidance.
Complaint Letter Example Template
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,
I am your client for the past …(mention duration of association) and have been regular in my payments.
I wish to bring to your notice that …(mention your problem in hand). Despite reminders to …(mention concerned authority to whom the problem has been addressed to) there has been no improvement in …(mention the service/commitment you are dissatisfied with).
I will wait till…(mention duration) failing which …(mention action you intend to take) .
Please look into this matter urgently and do the needful.
Thanking You,
__________ (your name)
Complaint Letter Example Sample, Email and Example/Format
Sample
Pamella Anderson
Berryblue Tailors
# 78, Hill View Complex
Texas.
To
Nile Nixon
Manager
Amyway Suppliers
Downtown Street
Texas
12 September 2013
Dear Mr. Nile,
I am a client of your agency for threads used in my tailoring unit for the past seven years and have made all my payments for the orders in advance.
I wish to bring to your notice that the quality of threads in general and silk threads in particular have deteriorated in the past few months. I have received many complaints form my customers about stitched clothes giving way due to poor-quality thread.
Despite reminders to your distributor, Mr. Louis; nothing seems to have been done about my complaints. The thread quality is still bad. I have received another consignment of similar threads again today. I am returning the goods to you through Mr. Louis along with the invoices.
I will wait only for ten days to receive good quality stock failing which I will be forced to end business with you.
Please look into this matter urgently and do the needful.
Thanking You,
Pamella Anderson
Email Format
Ms/Mr. ______________
Address
Date: ___________
Subject: Complaint regarding delay in supply of materials
Dear Ms/Mr. ____________
This is with regard to the order no 123 placed by the under signed for the company xyz for the supply of materials on or before mentioned date.
We bring to your notice that there has been delay in supply of the materials and no communication was made by your side in explanations for the reason of delay.
We view this as a serious contemptuous act and disrespect towards our organization. This lack of interest shown by your company to deliver materials on time has forced us to rethink the clauses in the deal and put more stringent conditions.
We expect you to take note of this fact and contact us at the earliest.
Kindly refer to the said note and this letter in all the future communications in this regard.
Yours.
Name.
Address.
Why Complaint Letter
- Addresses Grievances:
- A Complaint Letter allows individuals to formally address grievances or issues they have encountered, ensuring that their concerns are officially noted.
- Seeks Resolution:
- Sending a Complaint Letter is an effective way to seek resolution for problems, whether they involve service, product defects, or other issues.
- Provides Documentation:
- A Complaint Letter serves as a documented record of the complaint, which can be important for follow-up and for establishing a formal complaint history.
- Encourages Corrective Action:
- A well-written Complaint Letter encourages the recipient to take corrective action to address the issues raised, leading to improved services or products.
- Formalizes the Issue:
- Using a Complaint Letter formalizes the issue, making it more likely to be taken seriously and addressed appropriately.
Importance of Complaint Letter
- Ensures Issues Are Addressed:
- The Complaint Letter is important as it ensures that issues are formally brought to the attention of the responsible parties, increasing the likelihood of resolution.
- Provides a Formal Record:
- A Complaint Letter is crucial for providing a formal record of the complaint, which can be used for further reference or action if necessary.
- Facilitates Communication:
- By using a Complaint Letter, individuals can communicate their concerns clearly and professionally, helping to facilitate effective problem-solving.
- Promotes Accountability:
- The Complaint Letter plays a key role in promoting accountability, ensuring that companies or individuals are held responsible for their actions or products.
- Encourages Improvement:
- A Complaint Letter can lead to improvements in service or product quality, as it provides feedback that can be used to make necessary changes.