Complaint letter Format – How to write Letter of complaint example

Writing a letter of complaint is still an effective way to alert a business to a problem. Having a problem with a purchased product or contracted service can be frustrating.

When trying to resolve an issue with a company, the first step should be to discuss your concerns with a company representative. If a phone call or email doesn’t solve the problem, consider writing a letter of complaint.

When these situations arise, drafting a letter is important. This written communication puts your complaint on the company’s complaint log and helps protect any legal rights you may have in the situation. Also, it helps to let the company in question know that you are serious about filing that claim.

How to Write a Complaint Letter?

A complaint letter is a form-type communication through which the sender submits a claim or complaint to a company or institution. These cards can be used in a variety of situations such as purchasing a product or providing a service.

In this letter, the sender must, in detail, explain the reasons for his disagreement, the situation that leads him to write the letter and what he expects from the recipient.

Before you begin your draft, gather all the information you’ll need to include in your complaint letter. This information may include the time, date, and location where you purchased defective goods or services, reference or invoice numbers, and records of previous communications with the company. To support your complaint, you may need to attach copies of documents such as receipts with your letter.

How to write a strongly worded letter of complaint

A complaint letter should follow the standard composition format for a formal letter. The most important elements are the following:

Date and place: at the beginning of the letter you must put the city and the date on which the letter is being written. These data should be placed aligned to the right margin.

Recipient: will be the data of the company or institution to which you address the complaint. It contains the name of the company as well as its tax information and address.

Subject: Below the recipient address, include a subject line to indicate the product or service you are addressing in your complaint.

Body: In the first body paragraph, open with a sentence that immediately draws the reader’s attention to the subject. 

Dismissal: In the final paragraph of the body of your letter, you should state your expectations for how the company should resolve the matter, including specific actions and timelines.

Basic Tips for writing a letter of complaint

Be clear and concise: It is important that you describe the item you purchased or the service you used and what the problem is. Be sure to include the model or serial numbers of the defective product as well as the name and location of the store, branch, or vendor where you purchased it. If you have been in conversation with company personnel, be sure to say who you spoke with and confirm the details of that discussion.

State exactly what you want to do and how long you are willing to wait for a response. You must be reasonable with this request.

Don’t write a complaint letter that sounds angry, sarcastic, or threatening. Most likely, the person who will read your letter has no responsibility for the problem. Being nice can help you because whoever receives the letter can be the means to solve the problem.

Include copies of documents that are relevant. You must attach certain documents such as receipts, warranties and work orders, as the case may be. If you’ve already had other communications to try to resolve the issue, you can include copies of emails and notes of conversations you’ve had with other company representatives about the issue in the letter. Attach only copies, it is important that you keep the originals.

Don’t forget to include your name and contact information. If there is an account involved, be sure to include the account number.

Letter of complaint example

To,
The Manager,
__________ (Name of the Company)
__________ (Company’s Address)

Date: __/__/____ (Date)

From,
__________ (Name)
__________ (Address)

Subject: Complaint regarding product replacement

Respected Sir/ Madam,

I am writing to inform you that on16th June of this year, I bought an Oster model A-36 clothes iron. I made this purchase at your store located in Madhupur, Jharkhand.

Unfortunately the product did not work well. This is a steam iron and when you fill the water compartment it leaks and the liquid starts to spill out.

On 16th June, I went to the store to discuss the situation, and the manager named Haaris Hassan told me that there was no possibility of exchanging for a new product because they did not have more boats of the same model and brand. She suggested that a change be made for a product of similar quality, to which the manager refused, urging me to communicate with the general management of the chain of stores.

I will be very appreciated if you help me to solve this problem. I am enclosing copies of the bill of sale and product warranty, all pertaining to this purchase.

I remain attentive awaiting your response. I have estimated a period of 15 days before requesting assistance from a third party. Please, I appreciate you contacting me by calling 933425XXX84 or sending an email to the sender of this letter.

Product name: _____________
Model number: _____________
Order ID: _____________
Purchase ID: _____________

This is to request you to kindly do the needful at the earliest.

Thank you,
________ (Signature),
________ (Name),
________ (Contact Number)

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