Complaint Letter Format
A complaint letter is written to a company or person, to address your grievances. The following article will give you a complaint letter format, that will help you draft a letter to a company and report your problem.
Instructions on Cover Letter Format
While writing a cover letter format you need to keep the letter short and to the point. No one has the time to read a lengthy letter and look out for the real problem. The complaint letter should be addressed to the consumer affairs department or customer service or the head office.
You should identify yourself in the first paragraph and mention the issue you are facing. You also can mention all the other relevant data in the first paragraph. You should also mention whichever of the following applies to your grievance:
- Date
- Time of issue
- Location
- Name of person on duty
- Name of product
- The problem you have or are facing
- Your account or customer number
- Model number
- Price
- Warranty information
- Reference number
In the next paragraph, you need to mention what you expect to be done to help solve your problem. If the product you bought is not working satisfactorily, you can ask for an exchange or refund. In case you received poor service, you can ask for an apology or coupon. Also, if possible state the name of the employee or customer assistant who did not help you or was rude to you.
The last paragraph is where you thank the concerned authority for taking time to read your letter. You can also give some compliments, if you found something good about their company, product, service or employee.
Do not forget to mention your telephone number and e-mail address after your name, so that they company can contact you. You should keep a copy of the letter with yourself. You can attach photocopies of any relevant documents, such as warranty letter or receipt, if needed with your complaint letter.
Format of Complaint Letter
General Complaint Letter Template
[Your address 1]
[Your address 2]
[Your address 3]
[Postcode]
[Other contact details you may wish to give, phone, e-mail, etc.]
[Date]
[Name of contact person, if available]
[Title, if available]
[Customer Services Manager, if you don't have a contact name]
[Company Name]
[Company address 1]
[Company address 2]
[Company address 3]
[Postcode]
Re: [Account number, product, service etc]
Dear [Name of Authorized Person or Customer Care Manager],
On [date], I [bought, rented, had serviced etc] a [name of product with model number, service performed etc] at [location and other details of the transaction].
I am disappointed because your [product, service, billing etc.] has [not performed as it should, was wrong etc] because [state the problem as you understand it, giving as much detail as possible].
To resolve the problem I would appreciate your [state the action you require, e.g. refund, service performed again etc]. Enclosed is a copy/are copies of the [receipt, contract etc].
I look forward to hearing from you and to a resolution of this problem. I will wait for [set a time limit] before seeking help from [Trading Standards, consumer group, lawyer, etc. (details of relevant authorities can be found through our complaints procedures section)]. Please contact me at the above address or by phone [give numbers].
Yours sincerely
[Sign]
[Print Your Name]
Enclosures: [state documents you have enclosed , if any]
Cc: [Include Name, Company if you want to send a copy of this letter to someone]
Product Complaint Letter Template
[Your address 1]
[Your address 2]
[Your address 3]
[Postcode]
[Other contact details you may wish to give, phone, e-mail etc]
[Date]
[Name of contact person, if available]
[Title, if available]
[Customer Services Manager, if you don't have a contact name]
[Company Name]
[Company address 1]
[Company address 2]
[Company address 3]
[Postcode]
Re: [Account number, product, service etc]
Dear [Name of Authorized Person or Customer Care Manager],
I had bought the [Name of Product], receipt number 23445 from your [Name of Company] on [Purchase Date[. I regret to inform you that the product is defective and my numerous verbal complaints to your personnel have yielded no results.
I request you to either replace the product with a functioning new product or refund my money within one week.
I have never been let down by any of your products in the past and I look forward to your immediate action on this occasion.
I am enclosing a copy of the receipt, to help you initiate immediate action.
Thanking You,
Sincerely,
[Sign]
[Print Your Name]
Enclosures: Copy of Receipt
Cc: [Include Name, Company if you want to send a copy of this letter to someone]
Complaint Letter Example
Your Name
Your Street Address
Your City
To:
Name of Receiver
Street Address
City
Date MM/DD/YYY
Subject: Disturbing level of noise.
Dear Sir or Madam,
I have recently ordered a new pair of sprinters (item #6123454) from your website on February 10. I received the order on February 16. Unfortunately, when I opened it I saw that the sprinters were used. They had dirt all over and there was a small tear in front of the part where the left toe would go. My order number is BY9876TH.
To resolve the problem, I would like you to credit my account for the amount charged for my sprinters. I have already went out and bought a new pair of sprinters at my local sporting goods store, so sending another would result in me having two pairs of the same sprinters.
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.
Sincerely,
Signature
James Brown
Enclosures: Copy of Receipt
You will find many such complaint letter samples over the Internet for your use. I hope this article on complaint letter format was useful to you.
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