Writing a complaint letter can feel daunting, but a well-crafted letter is often the most effective way to resolve an issue. A clear, concise, and polite complaint letter shows that you’re serious about finding a solution. This article provides 10 sample complaint letters to guide you, covering various scenarios from defective products to poor service. Use these as templates to tailor your own effective complaint.
Remember to always include details like the date of purchase, product name, model number, and a clear description of the problem. State what outcome you desire: a refund, repair, or replacement. Keep a copy of your letter and any related documents for your records. Following these tips, combined with the samples below, will significantly increase your chances of a satisfactory resolution.
Sample Complaint Letters:
-
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] – [Model Number]
Dear Sir/Madam,
I am writing to complain about a [Product Name], model number [Model Number], which I purchased on [Date of Purchase] from [Place of Purchase].
The product is defective because [Explain the problem clearly and concisely]. I have attached a copy of my receipt as proof of purchase.
I would appreciate it if you could either repair the product, replace it with a new one, or provide a full refund. I look forward to your prompt response and a resolution to this issue.
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 2: Poor Service
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address][Date]
[Company Name]
[Company Address]Subject: Complaint Regarding Poor Service on [Date]
Dear Sir/Madam,
I am writing to express my dissatisfaction with the service I received on [Date] at [Location].
[Describe the specific incident of poor service, including the names of any employees involved, if known]. This resulted in [Explain the negative consequences of the poor service].
I expect a higher standard of service from your company. I request that you investigate this matter and take appropriate action to prevent similar incidents from occurring in the future. I would appreciate a formal apology and [State what you would like as a resolution, e.g., a discount on future service, compensation].
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 3: Billing Error
[Your Name]
[Your Address]
[Your Phone Number]
[Your Account Number]
[Your Email Address][Date]
[Company Name]
[Company Address]Subject: Billing Error – Account Number [Your Account Number]
Dear Sir/Madam,
I am writing to dispute a billing error on my account, account number [Your Account Number]. I received a bill for [Amount] on [Date of Bill].
This charge is incorrect because [Explain why the charge is incorrect. Provide details and any supporting documentation, e.g., “I was already charged for this service on a previous bill,” or “I cancelled the service on [Date]”]. I have attached a copy of [Relevant Documentation, if any].
I request that you investigate this matter and correct the billing error. I would appreciate a revised bill reflecting the correct amount. I am withholding payment of the disputed amount until this issue is resolved.
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 4: Damaged Goods
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address][Date]
[Company Name]
[Company Address]Subject: Complaint Regarding Damaged Goods – Order Number [Order Number]
Dear Sir/Madam,
I am writing to complain about damaged goods that I received in order number [Order Number] on [Date of Delivery].
The [Product Name] was damaged during shipping. [Describe the damage clearly. For example, “The box was crushed, and the product inside was broken.”] I have attached photos of the damaged goods and the packaging as evidence.
I request that you replace the damaged item with a new one or provide a full refund. Please let me know how you would like me to proceed with returning the damaged goods.
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 5: Delayed Delivery
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address][Date]
[Company Name]
[Company Address]Subject: Complaint Regarding Delayed Delivery – Order Number [Order Number]
Dear Sir/Madam,
I am writing to complain about the delayed delivery of order number [Order Number], which I placed on [Date of Order]. The expected delivery date was [Expected Delivery Date].
I have not yet received the order and have not been provided with a reasonable explanation for the delay. [Explain the consequences of the delay. For example, “This delay is causing me significant inconvenience as I needed the product for [Purpose].”]
I request that you provide an update on the status of my order and ensure that it is delivered as soon as possible. If the order cannot be delivered within [Number] days, I request a full refund.
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 6: Poor Customer Service (Phone)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address][Date]
[Company Name]
[Company Address]Subject: Complaint Regarding Poor Customer Service Over the Phone on [Date]
Dear Sir/Madam,
I am writing to complain about the poor customer service I received over the phone on [Date] at approximately [Time]. I spoke with a representative, [If known, provide the representative’s name or ID number], regarding [Subject of the call].
The representative was [Describe the behavior that was unsatisfactory. For example, “unhelpful, rude, and unwilling to assist me with my issue”]. This resulted in [Explain the negative consequences. For example, “I was unable to resolve my issue and felt disrespected.”].
I expect your customer service representatives to be professional and helpful. I request that you address this issue with the representative and take steps to ensure that future customers receive better service. I would appreciate a follow-up call from a supervisor to discuss this matter further.
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 7: Inaccurate Product Description
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address][Date]
[Company Name]
[Company Address]Subject: Complaint Regarding Inaccurate Product Description – [Product Name]
Dear Sir/Madam,
I am writing to complain about the inaccurate product description for the [Product Name], which I purchased on [Date of Purchase] from [Place of Purchase].
The product description stated [Quote the inaccurate description]. However, the product I received [Explain how the product differs from the description. For example, “is a different color,” or “does not have the features listed”].
This inaccurate description is misleading and resulted in me purchasing a product that I do not want. I request that you either provide a full refund or allow me to exchange the product for one that matches the description. I look forward to your prompt response.
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 8: Unsatisfactory Service (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 express my dissatisfaction with the service I received at your restaurant on [Date] at approximately [Time].
[Describe the specific issues you encountered. For example, “The food was cold,” “The service was slow,” or “The staff was rude.”] Be specific and provide details. For example, “Our server, [Server’s Name if known], was inattentive and failed to check on us throughout the meal.”
This experience was very disappointing, and I expect a higher standard of service from your establishment. I request [State your desired resolution, such as a partial refund, a discount on a future meal, or an apology]. I hope you will take my complaint seriously and take steps to improve the quality of service at your restaurant.
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 Name/Number]
Dear Sir/Madam,
I am writing to complain about a breach of contract, [Contract Name/Number], which was signed on [Date of Contract].
According to the contract, [State the specific clause or obligation that has been breached]. You have failed to [Explain how the company has breached the contract]. I have attached a copy of the contract for your reference.
I demand that you immediately rectify the breach of contract by [State what you expect the company to do to remedy the situation]. If you fail to comply within [Number] days, I will be forced to pursue legal action to protect my rights.
Sincerely,
[Your Signature]
[Your Typed Name] -
Sample 10: Defective Software
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address][Date]
[Company Name]
[Company Address]Subject: Complaint Regarding Defective Software – [Software Name]
Dear Sir/Madam,
I am writing to complain about defective software, [Software Name], which I purchased on [Date of Purchase] from [Place of Purchase].
The software is experiencing [Describe the specific problems you are encountering. Be detailed. For example, “frequent crashes,” “compatibility issues,” or “missing features promised in the product description”]. I have tried [List any troubleshooting steps you have taken].
The defective software is preventing me from [Explain how the software issues are impacting you]. I request that you provide a working update to the software or offer a full refund. Please advise on how to proceed.
Sincerely,
[Your Signature]
[Your Typed Name]
Conclusion
These sample complaint letters provide a solid foundation for addressing various issues. Remember to adapt them to your specific situation, maintaining a professional and respectful tone while clearly outlining the problem and your desired resolution. By following these guidelines, you increase your chances of a positive outcome and a satisfactory resolution to your complaint.
