Complaint Letter Format

When writing a complaint letter, there are certain inclusions that must necessarily be made in it. For instance, it should be addressed to the appropriate authority, all details of the product/service you are complaining about should be mentioned, and any interactions with customer care employees should be included. In simple terms, it has to be a crisp letter with all details. The format of a complaint letter give below will help you draft one effectively.

General Complaint Letter Format
[Your address 1]

[Your address 2]

[Your address 3]

[Postcode]

[Other contact details you may wish to give, phone, e-mail, etc.]

[Date]

[Name of contact person, if available]

[Title, if available]

[Customer Services Manager, if you don’t have a contact name]

[Department: Consumer Affairs/Customer Services]

[Company Name]

[Company address 1]

[Company address 2]

[Company address 3]

[Postcode]

Re: [Account number, product, service etc]

Dear [Name of Authorized Person or Customer Care Manager],

On [date], I [bought, rented, had serviced etc] a [name of product with model number, service performed etc] at [location and other details of the transaction].

I am disappointed because your [product, service, billing etc.] has [not performed as it should, was wrong etc] because [state the problem as you understand it, giving as much detail as possible].

To resolve the problem I would appreciate your [state the action you require, e.g. refund, service performed again etc]. Enclosed is a copy/are copies of the [receipt, contract etc].

I look forward to hearing from you and to a resolution of this problem. I will wait for [set a time limit] before seeking help from [Trading Standards, consumer group, lawyer, etc. (details of relevant authorities can be found through our complaints procedures section)]. Please contact me at the above address or by phone [give numbers].

Yours sincerely

[Sign]

[Print Your Name]

Enclosures: [state documents you have enclosed , if any]

Cc: [Include Name, Company if you want to send a copy of this letter to someone]

Product Complaint Letter Format
[Your address 1]

[Your address 2]

[Your address 3]

[Postcode]

[Other contact details you may wish to give, phone, e-mail etc]

[Date]

[Name of contact person, if available]

[Title, if available]

[Customer Services Manager, if you don’t have a contact name]

[Department: Consumer Affairs/Customer Services]

[Company Name]

[Company address 1]

[Company address 2]

[Company address 3]

[Postcode]

Re: [Account number, product, service etc]

Dear [Name of Authorized Person or Customer Care Manager],

I had bought the [Name of Product], receipt number 23445 from your [Name of Company] on [Purchase Date]. I regret to inform you that the product is defective and my numerous verbal complaints to your personnel have yielded no results.

I request you to either replace the product with a functioning new product or refund my money within one week.

I have never been let down by any of your products in the past and I look forward to your immediate action on this occasion.

I am enclosing a copy of the receipt, to help you initiate immediate action.

Thanking You,

Sincerely,

[Sign]

[Print Your Name]

Enclosures: Copy of Receipt

Cc: [Include Name, Company if you want to send a copy of this letter to someone]

Complaint Letter Example
Your Name

Your Street Address

Your City

To:

Name of Receiver

Street Address

City

Date MM/DD/YYY

Subject: Disturbing level of noise.

Dear Sir or Madam,

I have recently ordered a new pair of sprinters (item #6123454) from your website on February 10. I received the order on February 16. Unfortunately, when I opened it I saw that the sprinters were used. They had dirt all over and there was a small tear in front of the part where the left toe would go. My order number is BY9876TH.

To resolve the problem, I would like you to credit my account for the amount charged for my sprinters. I have already went out and bought a new pair of sprinters at my local sporting goods store, so sending another would result in me having two pairs of the same sprinters.

Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.

Sincerely,

Signature

James Brown

Enclosures: Copy of Receipt


Do not forget to mention your telephone number and e-mail address after your name, so that they company can contact you. You should keep a copy of the letter with yourself. You can attach photocopies of any relevant documents, such as warranty letter or receipt, if needed with your letter.

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