How to Write a Complaint Letter

Most of us face certain problems with a particular product that we buy or sometimes, we find the services provided by a particular company to be inefficient or not up to the mark. In recent times, the easiest method to complain about a faulty product or service is just to pick up the phone and call the company's toll free number. However, many times, you may not get much help and in the end you will get tired by making a lot of calls to the company. In such cases, writing a complaint letter to the company will be a better option. However, not many know about the correct way that one should adopt while writing a complaint letter. Hence, let us try to find the appropriate way of how to write a complaint letter.

How to Write a Complaint Letter

A complaint letter is a formal letter and hence, it should follow the format used for writing a formal business letter. Though you may be really angry, you should not vent your frustration by writing a five to seven page complaint letter because most times people do not have the time to read letters that run into several pages. To ensure that your letter is noticed and action is taken to solve your problem, make sure that you write a complaint letter that is concise and to the point. The length of your complaint letter should not go beyond one page.

Another thing that you should remember is that even though your letter should not be a very long one, it should include all the details about the complaint you are making. For instance, you want to complaint about the electronic mixer that you bought which showed certain problems from the first day you used it. In such a case, it is important that you include all the details about the purchase including the date on which you brought it, product number, the name of the store from where you brought it, etc. In the same way, if you want to write a complaint letter to the airlines because of some error they committed about your flight timings, making you miss your flight, you should mention the flight number, date on which you booked the ticket, the person who attended you, etc. It is also crucial to attach copies of documents regarding your complaint like the receipt, warranty card, etc. However, make sure that you attach the photocopies and not the original documents with the complaint letter.

An important factor that you have to keep in mind is that your tone of writing should be polite and courteous. Though you may be very angry about the situation, you should not be sarcastic or try to threaten the other person about it through the letter. You must remember that the person who will be reading your letter is usually not the person who is directly responsible for the problem you are facing. Hence, be polite in your letter and you will surely receive a solution for your problem. You can also give a suggestion as to how you want your problem to be solved at the end of the letter. Also, mention the time period that you are ready to wait, however see to it that it is reasonable. If you do not find any reply or phone call from the company after that period of time or after a month of sending the letter, you should send another letter of complain to the company. Read more on how to write a letter of complaint.

How to Write an Effective Complaint Letter - Sample

People who still have doubts about how to write a complaint letter, can refer to this sample letter while writing one.

Mr. Gwen Rogers CEO Country Kitchen Appliances 123 Court Street Avondale, PA 78248 Dear Mr. Rogers, On 2nd January, last week I purchased a microwave manufactured from your company, serial no. 4537 from the City Mall at Middletown. Though I have been buying kitchen appliances manufactured by your company for quite a long time, this time I am disappointed because the microwave has started having problems from the beginning itself. Though I had called the toll free number mentioned in the warranty card as well as the store from where I brought this product, I did not get much help from both the places. To resolve the problem, I expect that you either return my money or replace this microwave with another one. I have enclosed copies of all the documents regarding the purchase I have made which includes the receipt, warranty cards, payment proof, etc. with this letter. Thank you for reading this letter and I look forward to your reply about the course of action you are planning to take, to solve this matter. I will wait for two weeks before informing the consumer protection agency. You can contact me at my residence no. 454-2355 for any further clarifications. Sincerely, Martha Vincent Enclosure(s): copy of purchase receipt, warranty card and payment proof.

I hope all your doubts about how to write a complaint letter is completely clear with this article. Once you have written the letter, proofread it for spelling errors and grammatical mistakes. Do not make mistakes in writing the name of the person you are sending the letter to. If you do not know the person's name, you can write 'whomsoever it may concern' in the beginning of the letter. The best thing will be to send a typewritten letter. However, if you do not have the facility of a computer or typewriter, make sure that you write the letter in a clear and eligible handwriting. Writing a well structured and concise complaint letter will ensure that your reason for complaint will be taken as a serious matter and most likely a solution will be found for your problem.