Sample Business Complaint Letter Templates

Business, like life, is a roller coaster ride. You have the difficult uphill climb, the fun twists and loops, and the gut-wrenching drops. And like life, you would also go through several difficulties along the way. Running a business is definitely no easy feat ,and chances are you’d have a couple of dissatisfied customers and clients along the way. It is also just as likely that you’d be on the other end of the stick, unhappy with what you saw as a substandard service.

As people in business, it is important to remain cordial and professional. It would then be improper for you to rant on Facebook about displeasing dealings with other businesses. What is the proper way to deal with it, you may ask? Well, check out these Sample Letters and guidelines on writing a firm and well-mannered complaint letter.

Download Business Complaint Letter Bundle

---

Business Complaint Letter For Poor Service

John Doe
123 Main Street
Springfield, IL 62701
[email protected]
(555) 123-4567
August 8, 2024

Jane Smith
Customer Service Manager
XYZ Electronics
456 Market Street
Springfield, IL 62702

Dear Ms. Smith,

Subject: Complaint Regarding Poor Service on July 30, 2024

I am writing to formally express my dissatisfaction with the service I received from your company on July 30, 2024. As a long-time customer, I expected a much higher level of service than what was delivered.

On July 30, 2024, I visited your store located at 456 Market Street to purchase a new laptop. I was extremely disappointed with the service I received. Specifically, the sales associate I interacted with was unprofessional and dismissive of my questions, providing incorrect information about the product features. Additionally, I experienced an unreasonable wait time of over 45 minutes, despite there being few other customers in the store.

This experience was not only frustrating but also fell far below the standards I associate with your company. As a result of this incident, I feel compelled to bring this matter to your attention.

I would appreciate it if you could address the following points:

1. Proper training for your sales associates to ensure they are knowledgeable about the products and provide accurate information.
2. Implementation of a more efficient customer service system to reduce wait times.
3. An apology and a gesture of goodwill, such as a discount on my next purchase, to compensate for the poor experience.

I trust that this matter will be resolved promptly and appropriately. I look forward to your response within the next 7-10 business days. If I do not hear from you within this period, I will consider escalating my complaint to higher authorities or consumer protection agencies.

Thank you for your attention to this matter. I hope to continue being a customer of XYZ Electronics and that my future experiences will reflect the high standards I have come to expect from your company.

Yours sincerely,

John Doe

---

Business Complaint Letter to Supplier

John Smith
Operations Manager
ABC Manufacturing Co.
123 Industrial Road
Cityville, State 12345
[email protected]
(555) 123-4567
August 8, 2024

Jane Doe
Customer Service Manager
XYZ Supplies Inc.
456 Supply Lane
Townsville, State 67890

Dear Ms. Doe,

Subject: Formal Complaint Regarding Recent Order #7890

I hope this letter finds you well. I am writing to formally lodge a complaint regarding our recent order #7890 placed on July 15, 2024. Unfortunately, we have encountered several issues that require your immediate attention and resolution.

Firstly, we experienced significant delays in receiving the shipment. The delivery was scheduled for July 22, 2024, but we only received the goods on July 30, 2024. This delay has caused considerable disruption to our operations and has negatively impacted our business.

Upon inspecting the delivered items, we discovered that several products were damaged and unusable. Specifically, 10 units of Product A were cracked, and 5 units of Product B had missing parts. This is unacceptable, as it not only affects our inventory but also our ability to meet our customers’ needs.

Additionally, we found discrepancies in the quantity of items delivered. We ordered 100 units of Product C, but only 85 units were included in the shipment. This shortage has further compounded our operational difficulties.

We have always valued our business relationship with your company and have come to expect a high standard of service and product quality. However, the issues outlined above have raised serious concerns regarding your quality control and logistics processes.

To resolve this matter, we request the following actions:

1. Immediate replacement of the damaged items at no additional cost to us.
2. Prompt delivery of the missing items from our order.
3. Assurance that future orders will be delivered on time and in good condition.

We expect to receive a response to this complaint within 7 business days and hope that these issues can be resolved swiftly and satisfactorily. Please contact me directly at (555) 123-4567 or [email protected] to discuss how we can move forward.

Thank you for your immediate attention to this matter. We look forward to your prompt response and to resolving these issues amicably.

Yours sincerely,

John Smith
Operations Manager
ABC Manufacturing Co.

---

Letter of Complaint to Management

Michael Johnson
789 Pine Street
Riverdale, CA 90001
[email protected]
(555) 987-6543
August 8, 2024

Emily Roberts
Operations Manager
ABC Solutions
123 Elm Avenue
Riverdale, CA 90001

Dear Ms. Roberts,

Subject: Formal Complaint Regarding Unresolved IT Issues

I hope this letter finds you well. I am writing to formally express my concerns and lodge a complaint regarding the persistent IT issues we have been experiencing in our office at ABC Solutions. Despite previous attempts to resolve this matter informally, the issues remain unresolved and continue to cause significant inconvenience and disruption to our work.

The details of my complaint are as follows:

1. Nature of the Complaint: Since July 1, 2024, there have been recurring problems with our office’s internet connectivity and computer systems. The network frequently drops, and several employees, including myself, have experienced computer crashes and software malfunctions that hinder our ability to perform our tasks efficiently.
2. Previous Attempts to Resolve: I have reported these issues to the IT department on multiple occasions: on July 3, July 10, and July 17, 2024. Each time, temporary solutions were applied, but the problems reoccur within days. Additionally, I have spoken directly with the IT supervisor, Mr. David Clark, on July 20, 2024, but there has been no lasting resolution.
3. Impact of the Issue: The ongoing IT issues have significantly impacted my productivity and that of my colleagues. We have experienced delays in project completions, missed deadlines, and overall frustration due to the unreliable technology. This situation is affecting the quality of our work and the satisfaction of our clients.
4. Desired Outcome: I would like to request a comprehensive review and overhaul of our IT infrastructure to identify and resolve the root causes of these issues. If necessary, I suggest bringing in external IT consultants to provide a thorough assessment and permanent solutions. Additionally, I would appreciate regular updates on the progress of these efforts to ensure transparency and accountability.

I believe that addressing this matter promptly and effectively is in the best interest of both myself and the company. I am hopeful that we can work together to find a satisfactory resolution.

I would appreciate a response to this letter within 10 business days to discuss the next steps. I am available for a meeting at your earliest convenience to provide any further information or clarification needed.

Thank you for your attention to this matter. I look forward to your prompt response and a positive resolution.

Sincerely,

Michael Johnson

---

Complaint Letter to Business Partner

Alice Turner
Chief Operating Officer
Bright Solutions Ltd.
789 Pine Street
Riverdale, CA 90001
[email protected]
(555) 987-6543
August 8, 2024

David Johnson
Director of Operations
Tech Innovations Inc.
123 Elm Avenue
Riverdale, CA 90001

Dear Mr. Johnson,

Subject: Formal Complaint Regarding Delayed Deliveries

I hope this letter finds you well. I am writing to formally address a serious concern regarding the delayed deliveries of essential components from Tech Innovations Inc. to Bright Solutions Ltd. As partners, it is essential for us to maintain clear communication and resolve any issues promptly to continue our successful collaboration.

The details of my complaint are as follows:

1. Nature of the Complaint: Since June 2024, we have experienced multiple delays in the delivery of critical components required for our manufacturing process. These delays have occurred on several occasions, specifically on June 15, June 29, July 10, and July 25, 2024. The delays have ranged from 3 to 10 days beyond the agreed delivery dates.
2. Previous Attempts to Resolve: I have communicated these concerns to your logistics team on three separate occasions: June 18, July 1, and July 13, 2024. Each time, I was assured that the issues would be addressed and that future deliveries would be on schedule. However, the problem persists.
3. Impact of the Issue: The ongoing delays have significantly impacted our production schedules, resulting in missed deadlines and dissatisfaction among our clients. This has not only affected our revenue but has also strained our relationship with key customers. Additionally, our reputation for reliability is at risk due to these recurrent issues.
4. Desired Outcome: I would like to request a thorough review of your logistics and delivery processes to identify and resolve the root causes of these delays. Additionally, I expect a clear action plan to ensure timely deliveries in the future. Regular updates on the progress of these measures would be appreciated to maintain transparency and accountability.

I believe that addressing this matter promptly and effectively is in the best interest of both our companies. I am hopeful that we can work together to find a satisfactory resolution.

I would appreciate a response to this letter within 10 business days to discuss the next steps. I am available for a meeting at your earliest convenience to provide any further information or clarification needed.

Thank you for your attention to this matter. I look forward to your prompt response and a positive resolution.

Sincerely,

Alice Turner
Chief Operating Officer

---

Browse More Templates On Business Complaint Letter

Formal Business Complaint Letter Sample

Free Sample Business Complaint Letter

How To Write a Business Complaint Letter?

1. State the Purpose Clearly

• Begin with a clear and concise statement of the issue.
• Mention relevant dates, times, and specific incidents.
• Example: “I am writing to formally complain about the frequent delays in deliveries that have occurred over the past three months.”

2. Provide Detailed Information

• Describe the problem in detail, including any previous attempts to resolve it.
• Include specific examples and any documentation that supports your complaint.
• Example: “On June 15, June 29, July 10, and July 25, 2024, our deliveries were delayed by 3 to 10 days, causing significant disruptions.”

3. Explain the Impact

• Explain how the issue has affected your business or operations.
• Highlight any financial, operational, or reputational damage caused.
• Example: “These delays have resulted in missed deadlines, client dissatisfaction, and a loss of revenue.”

4. Suggest a Resolution

• Clearly state what you expect as a resolution.
• Be specific about the actions you want the recipient to take.
• Example: “I request a thorough review of your logistics processes and an action plan to ensure timely deliveries in the future.”

5. Maintain a Professional Tone

• Use polite and professional language throughout the letter.
• Avoid aggressive or accusatory language.
• Example: “I believe that addressing this matter promptly is in the best interest of both our companies. I look forward to your response and a positive resolution.

Business Correspondence Complaint Letter Sample

Business Communication Complaint Letter Example

Writing a Complaint Letter

Even when writing a letter of complaint, it is still important that you keep your tone and words professional. If you are new to business letter writing, download these Professional Business Letter Formats to help you achieve a business like tone to your writing.

To ensure that your complaint will be addressed, keep the following reminders in mind:

• Address your letter to the Customer Service Department.

Customer service representatives are used to dealing with complaints from customers and thus are more likely to respond to your letter. The best way to make sure that your complaint will be dealt with efficiently and effectively would be by addressing it to them.

• Don’t beat around the bush.

Go straight to the point. People in business are very busy people with paperwork upon paperwork to deal with. Long, flowery letters might be mistaken for junk mail and be tossed aside. To avoid this, make sure that the reader will get the gist of your letter in under a paragraph. Use succeeding paragraphs to give further details and explanations.

Business Complaint Response Letter Sample

Types Of Complaint Letter

1. Customer Complaint Letter

• Purpose: To address dissatisfaction with a product or service received from a business.
• Example Scenario: A customer writing to a retailer about a defective product they purchased.

2. Employee Complaint Letter

• Purpose: To raise concerns about workplace issues, such as harassment, discrimination, or unsafe working conditions. You can also see more on Apology Letter to Customer.
• Example Scenario: An employee reporting to HR about experiencing discrimination from a colleague.

3. Supplier Complaint Letter

• Purpose: To address issues related to the supply chain, such as delayed deliveries, substandard materials, or contract breaches.
• Example Scenario: A company writing to a supplier about consistently late shipments that disrupt production schedules.

4. Service Complaint Letter

• Purpose: To complain about poor service received from a business or professional.
• Example Scenario: A client writing to a hotel manager about unsatisfactory room conditions and service during their stay.

5. Product Complaint Letter

• Purpose: To address issues with a specific product, such as defects, malfunctions, or false advertising.
• Example Scenario: A customer writing to a manufacturer about a smartphone that stopped working within a week of purchase.

Business Complaint Letter Format Example

Tips For Writing a Business Complaint Letter

1. Be Clear and Concise

• State the purpose of your letter in the first paragraph.
• Avoid unnecessary details and stick to the relevant facts.

2. Be Professional

• Use a polite and respectful tone, even if you are frustrated.
• Avoid using aggressive or accusatory language.

3. Be Specific

• Provide detailed information about the issue, including dates, times, and specific incidents.
• Mention any previous attempts to resolve the issue and the outcomes.

4. Include Relevant Documentation

• Attach copies of any supporting documents, such as receipts, invoices, or previous correspondence.
• Refer to these documents in your letter.

5. Explain the Impact

• Clearly describe how the issue has affected you or your business.
• Mention any financial, operational, or reputational damage caused.

6. State Your Desired Outcome

• Be clear about what you expect as a resolution.
• Specify the actions you want the recipient to take.

7. Provide a Time Frame

• Request a response within a specific time frame (e.g., 10 business days).
• Mention your availability for further discussions or meetings.

8. Proofread Your Letter

• Check for spelling, grammar, and punctuation errors.
• Ensure that your letter is well-organized and easy to read.

9. Keep a Copy

• Make a copy of the letter and any supporting documents for your records.
• Consider sending the letter via certified mail to confirm receipt.

10. Follow Up

• If you do not receive a response within the specified time frame, follow up with a phone call or another letter.
• Be persistent but maintain a professional tone.

Student Complaint Letter Example

Sample Reply to Complaint Letter PDF

• Tell them what you want.

The people who will deal with your letter are not mind readers. Specify in your letter what you want done to remedy the situation, be it a refund, exchange, repair, or some other form of compensation. Be constructive in your comments. Don’t threaten legal action in your first communication. Send your letter first and see how they respond.

• Attach copies of supporting documents.

Include copies of receipts, contracts, warranties, checks that you sent, and if appropriate, photos and videos. Remember to send copies and not originals so that there’s no chance of these documents to be misplaced should you need them further.

• Give a time limit for resolution.

Giving them a time limit to respond to you would prevent them from forgetting about or putting off your issue. It shows them that you are serious about your complaint and are keeping tabs on its progress. However, make sure that the time you give is reasonable.

• Be polite

Thank the recipient for their assistance and tell them how you could be contacted. Remember to be firm yet polite in your letter. Rudeness will not get you anywhere as they would have little or no will to help you resolve your issue.

Complaint letters are a little challenging to write. You have to find the right balance of being courteous without sounding like a pushover while being authoritative without sounding too entitled. See these Complaint Letter Samples for guidelines on how to find that balance.

How do I write a complaint against a company?

Clearly state the issue, include relevant details like dates and incidents, explain the impact, and suggest a resolution. Maintain a polite, professional tone and provide your contact information for follow-up.

How to write an official complaint?

Address it to the appropriate person or department, clearly describe the issue, provide specific details, explain its impact, and state your desired resolution. Include your contact information and any supporting documents.

How to end a complaint letter?

Politely request a response within a specific time frame, express hope for a prompt resolution, and thank the recipient for their attention. Include your contact information and express willingness to discuss further.

How to make a consumer complaint?

Identify the problem, gather supporting documents, and contact the company’s customer service. Clearly state your issue, include relevant details, explain the impact, and suggest a resolution. Keep a copy for your records.

In conclusion, I trust you will address this issue promptly and resolve it to our satisfaction. I look forward to your response and a swift resolution. Thank you for your attention to this matter.