Writing a complaint letter can be daunting, but it’s a crucial skill when you need to address unsatisfactory products, services, or situations. A well-written complaint letter not only clearly outlines the problem but also increases the likelihood of a positive resolution. The key is to remain professional, concise, and focused on the desired outcome. This guide provides 11 complaint letter samples covering various scenarios to help you craft effective communications.
These samples demonstrate different approaches to writing complaint letters, allowing you to adapt them to your specific needs. Remember to always include relevant details such as dates, product names, and order numbers. Also, clearly state what resolution you are seeking, whether it’s a refund, repair, replacement, or an apology. By following these examples, you can increase your chances of having your complaint taken seriously and resolved fairly.
11 Complaint Letter Samples
Sample 1: Defective Product
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Defective [Product Name] – Order #[Order Number]
Dear Sir/Madam,
I am writing to express my dissatisfaction with the [Product Name] I purchased on [Date of Purchase] from [Place of Purchase]. The order number is [Order Number]. Upon receiving the product, I discovered that it was defective. Specifically, [Describe the defect clearly].
I have attached a copy of my receipt as proof of purchase. I request that you either replace the defective product with a new one or provide a full refund. I look forward to your prompt response and resolution to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 2: Poor Service at a Restaurant
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Restaurant Name]
[Restaurant Address]
Subject: Complaint Regarding Unsatisfactory Service on [Date]
Dear Sir/Madam,
I am writing to complain about the poor service I received at your [Restaurant Name] location on [Date] at approximately [Time]. My party and I were [Describe the issue: e.g., kept waiting for an unreasonable amount of time, treated rudely by the server, served cold food].
This experience was extremely disappointing, and it significantly impacted our overall dining experience. I believe that a restaurant of your reputation should provide a higher standard of service. I request that you consider this feedback and take steps to ensure that similar incidents do not occur in the future. I would appreciate a response regarding the actions you intend to take to address this complaint.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 3: Incorrect Billing
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Incorrect Billing – Account Number: [Account Number]
Dear Sir/Madam,
I am writing to dispute an incorrect charge on my account, [Account Number]. The billing statement dated [Date of Statement] includes a charge of [Amount] for [Description of Charge], which I believe is incorrect because [Explain why the charge is incorrect].
I have attached a copy of the relevant billing statement for your review. I request that you investigate this matter and correct the billing error. I would appreciate it if you could credit my account with the disputed amount and provide me with a revised statement. I expect a confirmation of the adjustment within [Number] business days.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 4: Delay Delivery
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Delay Delivery – Order Number: [Order Number]
Dear Sir/Madam,
I am writing to express my dissatisfaction regarding the delay in the delivery of my order, [Order Number], which I placed on [Date of Order]. The estimated delivery date was [Estimated Delivery Date], but I have yet to receive the items.
I have contacted customer service on [Date of Contact] and was informed that [Reason given by customer service]. This delay is causing me significant inconvenience, as [Explain the inconvenience caused by the delay]. I request that you investigate the reason for the delay and expedite the delivery of my order. If the order cannot be delivered within [Number] days, I request a full refund.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 5: Damaged Goods During Shipping
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Damaged Goods During Shipping – Order Number: [Order Number]
Dear Sir/Madam,
I am writing to report that I received damaged goods as part of order number [Order Number], which was delivered on [Date of Delivery]. Upon opening the package, I discovered that [Describe the damage clearly]. The packaging itself was also [Describe the condition of the packaging], suggesting mishandling during shipping.
I have attached photographs as evidence of the damage. I request that you arrange for the damaged goods to be collected and either replaced with new, undamaged items or provide a full refund. I look forward to your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 6: Unsatisfactory Hotel Stay
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hotel Name]
[Hotel Address]
Subject: Complaint Regarding Unsatisfactory Stay – Reservation #[Reservation Number]
Dear Sir/Madam,
I am writing to express my dissatisfaction with my recent stay at your [Hotel Name] location from [Start Date] to [End Date]. My reservation number was [Reservation Number]. During my stay, I encountered several issues, including [List the issues, e.g., dirty room, malfunctioning amenities, noisy environment].
These issues significantly detracted from my overall experience. I brought these concerns to the attention of the front desk staff on [Date], but [Explain the response or lack thereof]. I request that you consider this feedback and offer appropriate compensation for the inconvenience I experienced. I would appreciate a partial refund for the unsatisfactory stay.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 7: Poor Customer Service by Phone
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Poor Customer Service Interaction
Dear Sir/Madam,
I am writing to complain about the poor customer service I received during a phone call on [Date] at approximately [Time]. I spoke with a representative named [Representative’s Name, if known] regarding [Subject of the call]. The representative was [Describe the behavior: e.g., unhelpful, rude, dismissive].
This interaction was extremely frustrating and did not resolve my issue. I expect a higher standard of professionalism from your customer service representatives. I request that you investigate this incident and provide appropriate training to your staff to ensure that future customers receive better assistance. I would also like my original issue regarding [Subject of the call] to be resolved.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 8: False Advertising
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding False Advertising of [Product/Service]
Dear Sir/Madam,
I am writing to complain about the misleading advertising for your [Product/Service]. I was induced to purchase this product/service based on claims made in your advertisement, specifically [Describe the false claims]. However, upon receiving the product/service, I found that [Explain how the product/service failed to meet the advertised claims].
I believe that your advertisement is deceptive and misrepresents the true nature of your [Product/Service]. I request a full refund for my purchase due to this false advertising. I have attached a copy of the advertisement as evidence.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 9: Breach of Contract
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Breach of Contract – Contract Number: [Contract Number]
Dear Sir/Madam,
I am writing to formally complain about a breach of contract, specifically contract number [Contract Number], which was signed on [Date of Contract]. According to the contract, [Specify the clause(s) that were breached]. However, you have failed to [Explain how the company failed to fulfill the contract obligations].
This breach of contract has caused me [Describe the damages or losses you have incurred]. I demand that you take immediate action to rectify this breach and fulfill your obligations as outlined in the contract. If you fail to do so within [Number] days, I will be forced to seek legal remedies to enforce the contract.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 10: Unwanted Email/Spam
[Your Name]
[Your Email Address]
[Date]
[Company Name]
[Company Email Address or Address if known]
Subject: Complaint Regarding Unsolicited Email – Request to be Removed from Mailing List
Dear Sir/Madam,
I am writing to complain about receiving unsolicited emails (spam) from your company. I have never subscribed to your mailing list nor given my consent to receive promotional emails from you. I am receiving these emails at my email address, [Your Email Address].
I request that you immediately remove my email address from your mailing list and cease sending me any further unsolicited emails. Please confirm in writing that this action has been taken. If I continue to receive emails from your company, I will consider taking further action.
Sincerely,
[Your Typed Name]
Sample 11: Issues with Apartment Complex
[Your Name]
[Your Apartment Number]
[Your Phone Number]
[Your Email Address]
[Date]
[Apartment Complex Name]
[Apartment Complex Address]
Subject: Complaint Regarding Issues at [Apartment Complex Name] – Apartment #[Your Apartment Number]
Dear Sir/Madam,
I am writing to express my concerns regarding ongoing issues at [Apartment Complex Name], specifically affecting my apartment, #[Your Apartment Number]. These issues include [Specifically list the issues: e.g., lack of maintenance, noise complaints, pest problems].
I have reported these problems to [Whom you reported to] on [Date(s) you reported], but the issues remain unresolved. These problems are significantly impacting my quality of life. I request that you address these issues promptly and take necessary steps to resolve them. If these issues are not resolved within [Number] days, I will explore other options, including contacting the local housing authority.
Sincerely,
[Your Signature]
[Your Typed Name]
Conclusion
These complaint letter samples offer a starting point for addressing various issues. Remember to tailor each sample to your specific situation, providing detailed information and clearly stating your desired resolution. By maintaining a professional tone and being persistent, you can increase your chances of a successful outcome.
