Complaint Letter Format – Samples

How to Write a Complaint Letter?

Complaint letters are written to the concerned authorities when you are not satisfied with some service, or you have a problem that needs to be addressed. See to it that you write the letter in a polite manner. The format of a complaint letter follows the format of a formal letter. To write a complaint letter, you can start with the sender’s address followed by the date, the receiver’s address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters.

Sender’s address

___________

___________

___________

DD/MM/YY

Receiver’s address

___________

___________

___________

Subject: ___________________________

Sir/Ma’am, (Salutation)

Body of the Letter explaining the reason for your letter and the complaint.

Thanking you

Yours faithfully, (Complimentary Closing)

Signature

NAME in block letters

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Information To Include in Your Letter

Avoid writing an angry, sarcastic, or threatening letter. The person reading it probably didn’t cause the problem, but may be very helpful in resolving it.

Give the basics

• Include your name, address, and phone number.
• Include your account number, if you have an account with the company.
• Give the product name and its serial or model number.
• State the date and place of purchase.

Tell your story

• Explain the problem.
• Give a brief history of your efforts to resolve the problem, if the information helps explain why you’re writing to the company.

Tell the company how you want to resolve the problem

• State the solution you want, like a refund, repair, exchange, or store credit. Or, consider asking the company to suggest a resolution.
• List the documents you’re enclosing, if any. Remember — only send copies, not originals.
• Let them know how to reach you.

Be reasonable

• Say how long you’ll wait for a response. Allow time for the company to take action.
• Tell them what you plan to do next: for example, report it to the Better Business Bureau or your state attorney general or consumer protection office.

File your complaint

• Send your letter by certified mail, return receipt requested. Keep a copy for yourself.
• If you file your complaint online, print the screen or take a screenshot before you hit “submit.”

Sample Letter

Use this sample letter to write a complaint about a product or service.

Your Address

Your City, State, Zip Code
[Your email address, if sending by email]

Date

Name of Contact Person [if available] Title [if available] Company Name
Consumer Complaint Division [if you have no specific contact] Street Address
City, State, ZIP Code

Re: [Your account number, if you have one]

Dear [Contact Person or Consumer Complaint Division]:

On [date], I [bought, leased, rented, or had repaired/serviced] a [name of the product, with serial or model number or service performed] at [location and other important details of the transaction].

Unfortunately, [your product has not performed well (or) the service was inadequate] because [state the problem, like the product doesn’t work properly, the service wasn’t performed correctly, I was billed the wrong amount, or something was not disclosed clearly or was misrepresented, etc.].

To resolve the problem, I would appreciate a [state the action you want, like a refund, store credit, repair, exchange, etc.]. Enclosed are copies [do not send originals] of my records [include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents] concerning this purchase [or repair].

I look forward to your reply and a resolution to my problem. I will wait until [set a reasonable time limit] before seeking help from a consumer protection agency or other assistance. Please contact me at the above address or by phone at [phone number with area code].

Sincerely,

Your name

Enclosure(s)

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Complaint Letter Samples

Here are a few complaint letter samples to help you understand the format of the complaint letter and help you write a complaint letter on your own.

Complaint Letter Sample 1 – Poor Maintenance of the Garden and Improper Waste Disposal

45 B, Rory Lane

Damsel Street

Mumbai – 400056

29^th December, 2021

The Secretary

Residential Association

Mumbai – 400056

Subject: Complaint letter regarding the poor maintenance of the garden and improper waste disposal

Sir,

I am Shawn Mendez, a resident of Rory Lane. I am writing to bring to your notice the poor maintenance of the garden around our residential area and the improper disposal of waste. The garden around the residential area was watered regularly, and grass shrubs were trimmed and maintained neatly in the beginning. It has been more than a month now since any kind of maintenance is done in the garden. We have tried contacting the person in charge, but every effort has just been in vain.

Another growing issue is the problem of waste disposal. There were people from the corporation collecting garbage for disposal every two days, but it has been more than a week now since they have collected any garbage from our area. This has led to the accumulation of waste, and people have started dumping it in the corner of the street as they have no other choice. Kindly look into this and the maintenance of the garden as it would become a huge mess if this continues. It would be highly appreciated if you could also inform the residents that all garbage would be collected and not to throw them out around the street corners.

Thank you in advance.

Yours faithfully,

Signature

SHAWN MENDEZ

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Complaint Letter Sample 2 – Damaged Product Received

5/652, SNV Street

VKL Colony

Hyderabad – 500025

November 26, 2021

The Manager

Customer Service Department

Taurus Shop

New Delhi – 110023

Subject: Complaint about a damaged product received

Sir/Ma’am,

I had purchased a black top from your online store. I received the product today, and I tried filing a return request as the size is smaller than the one I had ordered, and the cloth is torn on the left side. For some reason, the return request is not being filed. The page is either getting redirected or stuck. I have tried multiple times, and I could not go through with it. Can you please check and let me know if the return request has been filed for the order no. 3049. If not, kindly let me know what I should do to return the product.

I am attaching herewith photographs of the damaged portion of the top and the opening video for your reference.

Thank you

Yours sincerely,

Signature

SINDHU SHANKAR

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Complaint Letter Sample 3 – Installation of New Street Lights

12B, Nelson Manickam Road

Nungambakkam

Chennai – 600045

13/12/2021

The Councillor

Ward No. 26

Chennai – 600052

Subject: Regarding installation of new street lights in our area

Sir,

I am writing to bring to your kind attention that there are no street lights in our area and it has become a huge problem as it has started raining. It is very difficult for people who travel through this area because it is very dark at night, and with continuous rains, the place floods up. It becomes really difficult to drive as the roads are damaged, and there have been constant accidents because of this. Therefore, I request you to kindly take some action at the earliest and install street lights in our area as it is a danger if left like this.

Thank you for your time and cooperation in advance.

Yours faithfully,

Signature

DERRICK RAJ