Sample Complaint Letters

If you are not satisfied with your service or goods provider, you need to write a complaint letter. Complaint letter is one of the easiest letters to write as you are customer of your recipient, so one can expect that your letter will not be discarded.
Your service provider will be giving attention to your letter so you do not need to attract him / her. But you need to consider some important points when writing a complaint letter. Some sample complaint letters are also given below that will help you in writing your own complaint letter. Important tips to write a complaint letter are following;

  • Remember that your recipient is willing to resolve the problem, so you should keep your tone of letter friendly.
  • Contact that individual who has authority to resolve your problem.
  • Be sure to use the correct spelling of the contact’s name, his/her title, and the complete address.
  • Keep your letter, brief and to the point.
  • Include all details about your complaints.

Keep the original complaint letter, and send out copies.

  • Give the other party time to respond, but follow up with another letter if you do not receive a response after some reasonable time.
  • If you have written earlier as well but your request has been turned down or not responded, and you think that you are on the right path, you can use strict words.
  • Refer to your previous letters if you have to write second letter. Attach copies of the letters as well, if possible.
  • Write your name, address, postal code, phone number in the start.
  • Mention the date on which letter will be submitted to concerned person.
  • Address the letter to the recipient by writing “Dear Sir / Madam”
  • Purpose of the letter should be mentioned clearly.
  • At the end mention your name.
  • Make the ending strong
  • Type your letter and print it on quality paper, but also include a handwritten signature.
  • Proofread your letter at least once.
    + Be sure you have spelled everything correctly.
    + Have you checked your letter for grammatical mistakes?
    + Break down any contractions (e.g. “I’ve” to “I have”).
    + Avoid colloquial writing. You want to sound professional, objective, and educated.
    + Check the punctuation use carefully.

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Here are some Sample Complaint Letters,

Sample Complaint Letter

Your Name:
Address:
City:
Phone Number:
Postal Code:
Email Address:

Date:

Name of Recipient:
Address:

Name of Organization:

City:
Phone Number:

Dear Sir/ Madam,

On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number or service performed) at (location, date and other important details of the transaction).

Unfortunately, your product (or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly, the service was not performed correctly, I was billed the wrong amount, something was not disclosed clearly or was misrepresented, etc.).

To resolve the problem, I would appreciate your (state the specific action you want – money back, charge card credit, repair, exchange, etc.). Enclosed are copies (do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).

I look forward to your reply and a resolution to my problem and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).

Yours sincerely, / faithfully

Name

Signature

Sample Complaint Letter

Your Name:
Address:
City:
Phone Number:
Postal Code:
Email Address:

Date:

Name of Recipient:
Address:

Name of Organization:

City:
Phone Number:

Dear Sir/ Madam,

I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156.

To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats.

Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.

Yours sincerely, / faithfully

Name

Signature

Sample Complaint Letter

Your Name:
Address:
City:
Phone Number:
Postal Code:
Email Address:

Date:

Name of Recipient:
Address:

Name of Organization:

City:
Phone Number:

Dear Sir/ Madam,

On March 31, I purchased a 52-inch plasma television from your store. The salesperson, James Jones, assured me that professional installation was included in the sale price and I could expect installation within two days of delivery.

As of April 6, no installation had taken place. I contacted your store that day at 11:30 a.m. and spoke to Rose Jarvis. She stated the reason I had not heard from anyone was because it was my responsibility to call and arrange for an installation. She told me there was a $200 installation charge if personnel from your store installed the unit.

This was not what the salesperson, James Jones, told me upon purchase.

I contacted Mr. Jones to intercede on my behalf. His responded that I had misunderstood him and claimed he never said installation would be free and that only professional installation was available.

I purchased this unit with free installation confirmed. If I had known there was an installation charge, I would have purchased my television set from another retail outlet.

Please contact me at 999-999-9999 so that we may resolve this matter.”

Yours sincerely, / faithfully

Name

Signature

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