Mastering Complaint Letters: 16 Effective Examples

[Date]

[Company Name]
[Company Address]

Dear [Contact Person or To Whom It May Concern],

I am writing to complain about a [product name] that I purchased on [date] from [location of purchase or website]. The product’s model number is [model number].

Upon receiving the product, I noticed that [describe the defect]. I have attached a copy of my receipt as proof of purchase. I request a [refund/replacement] for the defective product.

Thank you for your time and attention to this matter. I look forward to your prompt response.

[Date]

[Company Name]
[Company Address]

Dear [Contact Person or To Whom It May Concern],

I am writing to express my dissatisfaction with the service I received on [date] at your [location] branch. Specifically, [describe the poor service you received].

[Explain how the poor service affected you]. I expect a higher standard of service from your company. I would appreciate [a formal apology/a discount on future services/other resolution].

[Date]

[Company Name]
[Company Address]

Dear [Contact Person or Billing Department],

I am writing to dispute a charge on my account [account number] for [amount]. The charge appears on my statement dated [date].

I believe this charge is an error because [explain why you believe the charge is incorrect]. I have attached a copy of my statement for your review. I request that the incorrect charge be removed from my account.

[Date]

[Company Name]
[Company Address]

Dear [Contact Person or To Whom It May Concern],

I am writing to complain about the delayed delivery of my order [order number], which I placed on [date]. The estimated delivery date was [original delivery date].

As of today, [current date], I have not yet received my order. [Explain why the delay is causing you inconvenience]. I request immediate action to expedite the delivery of my order, and I expect to receive it within [number] days. If this is not possible, I request a full refund.

[Date]

[Hotel Name]
[Hotel Address]

Dear [Hotel Manager or To Whom It May Concern],

I am writing to express my disappointment with my recent stay at your hotel from [start date] to [end date], room number [room number].

[Clearly describe the specific issues: e.g., unclean room, noisy neighbors, malfunctioning AC]. These issues significantly impacted my stay, and I believe the quality of service was below your advertised standards. I request [partial refund/points/other compensation] to compensate for the inconvenience.

[Date]

[Restaurant Name]
[Restaurant Address]

Dear [Restaurant Manager or To Whom It May Concern],

I am writing to complain about my dining experience at your restaurant on [date] at approximately [time].

[Describe the problem: e.g., slow service, cold food, rude waiter]. Specifically, [give details]. This greatly detracted from what was meant to be an enjoyable meal. I would appreciate it if you could [offer a discount on a future meal/investigate the matter/other resolution].

[Date]

[Airline Name]
[Airline Address]

Dear [Customer Service Department],

I am writing to complain about flight [flight number] from [departure city] to [arrival city] on [date].

[Describe the problem: e.g., delayed flight, lost baggage, rude staff]. As a result of [the problem], I experienced [explain the consequences]. I request [compensation for lost baggage/reimbursement for expenses/flight voucher]. I have attached copies of my boarding pass and baggage claim tag.

[Date]

[ISP Name]
[ISP Address]

Dear [Customer Service Department],

I am writing to complain about the consistently slow internet service I have been experiencing. My account number is [account number].

For the past [number] weeks/months, my internet speed has been significantly below the advertised speed. [Give examples of when the service was particularly bad]. I have contacted customer support on [dates], but the issue remains unresolved. I request that you investigate this matter and improve the quality of my internet service. If the issue cannot be resolved, I request termination of my contract without penalty.

[Date]

[Bank Name]
[Bank Address]

Dear [Bank Manager or Customer Service],

I am writing to complain about [specific issue, e.g., unauthorized transaction, incorrect fee]. My account number is [account number].

On [date], I noticed [describe the unauthorized transaction or incorrect fee]. I contacted your customer service on [date] and spoke with [representative’s name, if known], but the issue has not been resolved. I request that you investigate this matter immediately and [reverse the unauthorized transaction/refund the incorrect fee]. I have attached a copy of my bank statement for your review.

[Date]

[Landlord Name]
[Landlord Address]

Dear [Landlord’s Name],

I am writing to complain about [specific issue, e.g., lack of repairs, noise violations, property maintenance]. I am a tenant at [address] in apartment [apartment number].

On [date], [describe the problem in detail]. This issue violates the terms of our lease agreement, specifically [cite the relevant clause, if possible]. I request that you address this issue promptly by [request specific action, e.g., scheduling repairs, enforcing noise regulations]. I expect a response within [number] days.

[Date]

[Construction Company Name or Site Manager]
[Construction Address (if known)]

Dear [Contact Person or To Whom It May Concern],

I am writing to complain about the excessive noise coming from your construction site located near my home at [Your address].

The construction noise, including [specific examples like hammering, machinery, loud music], is occurring at [specific times of day and days of the week]. This is significantly disrupting my [sleep/work/ability to enjoy my home]. I request that you take steps to mitigate the noise, such as [suggest specific solutions like noise barriers, reduced hours, quieter equipment]. I expect a noticeable improvement within [number] days.

[Date]

[Mechanic Shop Name]
[Mechanic Shop Address]

Dear [Mechanic or Shop Manager],

I am writing to complain about the recent repair work performed on my vehicle, a [year] [make] [model], VIN [VIN number], on [date].

I brought my car in for [original problem]. While the [original problem] was addressed, I am now experiencing [new problem, or dissatisfaction with the original repair]. [Explain the situation in detail]. I request that you re-examine my car and correct the issue at no additional cost. I have attached a copy of the original repair bill.

[Date]

[Gym Name]
[Gym Address]

Dear [Gym Manager or To Whom It May Concern],

I am writing to complain about [specific issue, e.g., broken equipment, cleanliness, overcrowding] at your gym. My membership number is [membership number].

[Describe the problem in detail]. This has negatively impacted my ability to use the gym effectively. I request that you address this issue by [request specific action, e.g., repairing the equipment, improving cleanliness, managing overcrowding]. I expect to see improvements within [number] weeks/days.

[Date]

[Company Name]
[Company Address (if known, otherwise use email)]

Dear [Customer Service Department],

I am writing to complain about an order I placed on your website, [website address], on [date]. My order number is [order number].

[Describe the problem: e.g., incorrect item received, damaged item, never received the item]. I have attached a copy of my order confirmation and [photo of damaged item, if applicable]. I request that you [send the correct item/replace the damaged item/issue a full refund]. I expect a response within [number] business days.

[Date]

[Principal’s Name]
[School Name]
[School Address]

Dear [Principal’s Name],

I am writing to express my concern regarding [Teacher’s Name], who teaches [Subject] in [Grade Level]. My child, [Child’s Name], is in their [Class Period or Section].

[Clearly and objectively describe the concern: e.g., lack of communication, perceived bias, inappropriate teaching methods]. I have observed [Specific examples of the issue]. I believe this is affecting my child’s [learning/confidence/well-being]. I would appreciate the opportunity to discuss this further with you and [Teacher’s Name] to find a resolution that benefits all students. I am available to meet on [Suggest available dates/times].

[Date]

[Food Company Name]
[Food Company Address]

Dear [Customer Service Department],

I am writing to complain about a [Food Product Name] that I purchased on [Date of Purchase] from [Store Name and Location]. The product’s expiration date was [Expiration Date]. The product batch number (if available) is [Batch Number].

Upon opening the product, I discovered that [Describe the problem: e.g., it was moldy, it tasted stale, it had an unusual odor, it contained a foreign object]. This was very concerning, and I am worried about the quality control of your products. I request [a full refund/a replacement product/an investigation into this matter]. I have kept the product as evidence and can provide a photo if needed.