Sample Letter of Complaints

When you purchase a particular product from a company, it may turn up to be defective, or not live up to the expectations. In these cases, you need to write a Letter of Complaint to the company, detailing them with your concerns and seeking remedy for the same. These letters can have a particular pattern. When expertly written, they can yield you the benefits seamlessly. Check out these Sample Letters to clarify your views.

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Complaint Letter For Poor Service

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Company Name]
[Service Provider’s Name, if applicable]
[Company Address]
[City, State, Zip Code]

Dear [Service Provider’s Name or “Manager”],

I am writing to formally complain about the unsatisfactory service I received from your company on [date of the service]. I have been a customer of [Company Name] for [duration], and it is extremely disappointing to encounter such poor service.

The main issues were as follows:

• [Describe the first issue (e.g., “The service was significantly delayed without any prior notification.”)].
• [Describe the second issue (e.g., “The staff was unprofessional and unhelpful during the service.”)].
• [Continue listing other issues as necessary].

This experience was not only frustrating but also caused [mention any inconveniences, if applicable, like wasted time, financial loss, etc.]. I had expected a much higher level of service from a company of your standing.

To resolve this matter, I would appreciate it if you could [state the resolution you want, e.g., offer a refund, provide the service again, etc.]. I believe this action will confirm your commitment to quality service and customer satisfaction.

Please contact me at your earliest convenience to discuss this matter further. I can be reached at [phone number] or [email address]. I look forward to your reply and a resolution to my problem and will wait until [set a time limit, e.g., two weeks] before seeking help from a consumer protection agency or the Better Business Bureau. Please advise me on what you intend to do.

Thank you for your attention to this matter.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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Complaint Letter to a Company

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient’s Name or “Customer Service Manager”],

I am writing to express my dissatisfaction with [describe the product or service, including any relevant serial or model numbers, or service performed] that I purchased on [purchase date] at [location, if applicable].

Despite my expectations for the quality and service promised by your company, I have encountered several problems with the product/service, which include the following:

• [Detail problem #1, e.g., “The product does not operate as advertised.”]
• [Detail problem #2, e.g., “I have made multiple attempts to resolve this issue through your customer service with no success.”]
• [Add more details if necessary].

This issue has not only caused frustration but has also [mention any additional impacts, e.g., “led to significant inconvenience and additional expenses”]. I had expected a much higher standard of service from a reputed company like yours.

Therefore, I request [mention your desired resolution, e.g., a full refund, exchange, repair, etc.] to rectify this issue promptly. I believe this resolution will uphold the reputation of your company for future customers and myself.

Please respond to my complaint within [mention a time frame, e.g., “10 business days”] of receiving this letter. I am looking forward to your reply and a resolution to my problem. I can be reached at [your phone number] or [your email address].

Thank you for your attention to this matter.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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Letter of Complaint to Management

[Your Name]
[Your Job Title]
[Your Department]
[Your Contact Information]
[Date]

[Manager’s Name]
[Their Job Title]
[Department or Division Name]
[Company Name]

Dear [Manager’s Name],

I am writing to bring to your attention a matter that has been causing significant concern and affecting my ability to perform my duties effectively. This issue pertains to [describe the specific problem, such as issues with a coworker, unsatisfactory working conditions, lack of resources, etc.].

Despite my efforts to address the issue [describe any steps you have taken, such as talking directly to a coworker, seeking help from HR, etc.], the problem has persisted. It has impacted my work in the following ways:

• [Detail the first way the issue has affected your work, e.g., “It has decreased my productivity due to…”]
• [Detail the second impact, e.g., “It has created a stressful work environment by…”]
• [Add more details if necessary].

I feel that these issues are not only affecting me but could also impact the overall performance of our team/department if not addressed promptly. Therefore, I respectfully request [suggest a potential solution or request a meeting to discuss the matter further].

I am committed to maintaining a positive and productive work environment and am confident that with your assistance, we can resolve this matter efficiently. I would appreciate it if we could meet at your earliest convenience to discuss this further.

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

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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Complaint Letter For Students

[Your Name]
[Your Student ID (if applicable)]
[Your Course or Year]
[Your Contact Information]
[Date]

[Recipient’s Name or “Head of Department/School Administrator”]
[Their Position]
[Department or School Name]
[Institution Name]

Dear [Recipient’s Name or “Sir/Madam”],

I am writing to express my concern regarding [briefly state the nature of your complaint, such as “the condition of the facilities in the Science Building” or “the handling of course schedules by the administration”]. This issue has significantly impacted my [and other students’] educational experience, and I feel it is imperative to bring it to your attention.

Specifically, I have observed the following problems:

• [Detail problem #1, e.g., “The air conditioning in the main lecture hall has not been functioning for the past two weeks, resulting in an uncomfortable learning environment.”]
• [Detail problem #2, e.g., “There has been a lack of communication regarding the changes in the course schedule, causing confusion and conflicts with other commitments.”]
• [Add more details if necessary].

I understand that addressing such issues can be challenging, but I believe it is crucial for ensuring that all students have access to a conducive learning environment. Therefore, I respectfully request [mention any specific actions you are hoping will be taken, e.g., “a timely repair of the facilities” or “a more transparent communication process regarding academic scheduling”].

I am eager to work with you to find a resolution and am available to discuss this matter further at your convenience. I appreciate your attention to this matter and look forward to your prompt response.

Thank you for your understanding and cooperation.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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Browse More Templates On Letter of Complaints

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What Are the Reasons for Our Complaints?

We complain for some reason. Some complain about life, others complain about work, and still others complain about senseless stuff just because they want to. So here are some reasons why people complain. You may also see Sample Formal Complaint Letters and Sample Business Complaint Letters.

1. Most complaints are about faulty products or defective products that they have purchased.

2. Aside from faulty products, we also find it unsatisfactory to be provided with bad service or bad customer service.

3. We tend to complain about how we get treated, either personally or though a customer service representative over the phone. You may also see professional letter Formats

4. We complain about discounts, promos, and advertisements that are not what they say they are.

5. We complain if a certain service person or employee is rude to us or if they are not paying attention. You may also see apology letters.

6. We complain if we encounter issues that no one seems to resolve or that no one knows if there is a resolution.

7. We complain about billing issues, especially if we get overcharged or charged for something we did not even use. It is just so disappointing to pay for something we did not use. We feel strongly about this because we work hard to earn money. You may also see consumer complaint forms.

8. People complain about internet connection problems. This is now becoming a big deal since almost all businesses utilize the internet. People would often say that they are losing millions because their internet connection is down.

9. We have complaints about landline or cell phone reception problems. You may also see letter formats.

10. We complain about cable TV problems.

Letter of Complaint to Management Template

Features of a Complaint Letter

A well-crafted complaint letter should have several key features to ensure it’s effective and elicits a positive response from the recipient. Here are the essential features of a complaint letter:

1. Clarity: The sample letter should clearly state the purpose right at the beginning, ensuring there’s no ambiguity about why it’s being written. It should clearly outline the facts, including dates, locations, and other relevant specifics, without unnecessary details.
2. Conciseness: While detail is important, the letter should also be concise. It should provide all the necessary information about the issue without being overly verbose, which helps maintain the reader’s attention and ensures the main points are not lost in too much text.
3. Tone: The tone of the letter should be formal and polite. Regardless of how frustrated or angry you might be, a respectful tone is more likely to result in a positive outcome. Avoid aggressive or accusatory language, which could put the recipient on the defensive.
4. Objective Language: The letter should focus on facts and maintain an objective tone. Personal opinions and emotional comments should be minimized or avoided altogether. This approach helps in presenting a professional demeanor and makes the complaint more credible.
5. Specificity: The basic letter should be specific in detailing the complaint. This includes specifying what went wrong, how it deviated from the expected service or product standards, and any relevant model or serial numbers. It should also specify the desired resolution, whether it’s a refund, replacement, compensation, or another form of remedy.
6. Documentation: Where applicable, the letter should reference and include copies of supporting documents. This could be receipts, warranties, email correspondences, or photographs. These attachments serve as evidence to support your claims.
7. Request for Action: The letter should clearly state what actions you expect to be taken as a response to your complaint. This might include a deadline for when you expect these actions to be addressed.
8. Formal Closing: The letter should end with a formal closing statement, thanking the recipient for their attention to the matter and indicating your anticipation of their reply.
9. Contact Information: It should provide your full contact information, including your phone number and email address, making it easy for the recipient to respond.
10. Proof of Delivery: For particularly serious complaints or when dealing with larger companies, it may be advisable to send the letter via a method that confirms delivery, such as registered mail or another trackable service.

These features ensure that the complaint letter is not only professional and courteous but also effective in communicating the issue and your expectations for resolution.

Free Letter of Complaint to Employer Template

Free Letter of Customer Complaint Template

Free Noise Complaint Letter Template

Sample Business Complaint Letter Template

sse.gov.on.ca

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These letters have three main parts. The first one includes the location, date, and when the purchase was made. The second part includes the description of the problem. The last part specifies what you want from the company analysis.

How to Write a Complaint Letter?

Writing an effective complaint letter involves clearly articulating the problem, stating the expected outcome, and maintaining a professional tone throughout. Here’s a step-by-step guide on how to craft a complaint letter:

1. 1. Start with Your Contact Information:
      • Include your name, address, phone number, and email address at the top of the simple letter. This helps the recipient to know how to respond to you.
   2. Add the Date:
      • Write the date on which you are writing the letter.
   3. Include Recipient Details:
      • Add the name, title, company name, and address of the person or office you are addressing.
   4. Open with a Formal Greeting:
      • Use a formal salutation such as “Dear Mr./Ms. [Last Name],” or “To Whom It May Concern,” if you do not know the name of the person.
   5. State the Purpose of Your Letter:
      • Begin by stating why you are writing the letter. Mention the specific product or service, along with any relevant details like dates and locations.
   6. Describe the Problem:
      • Clearly and concisely describe the issue you faced. Include relevant details such as serial numbers, model numbers, or specific events. Stick to the facts and avoid emotional language.
   7. Specify the Outcome You Want:
      • State what you expect as a resolution to your complaint. Be specific about what you want done and by when. If you want a refund, replacement, or compensation, mention this explicitly.
   8. Attach Supporting Documents:
      • Include copies (never originals) of receipts, warranties, contracts, or other documents that support your claim.
   9. State Previous Attempts to Resolve the Issue:
      • If you’ve previously contacted the company regarding the issue, mention this in your letter. Include details about whom you spoke with and the response you received.
   10. Request for a Response:
       • Ask for a response within a specific time frame, e.g., two weeks. Provide how you can be reached, emphasizing that you are looking forward to resolving the matter amicably.
   11. Close Formally:
       • Thank the person for their attention to the matter. Use a formal closing such as “Sincerely,” followed by your signed name and printed name.
   12. Proofread Your Letter:
       • Before sending the letter outline, proofread it to ensure there are no spelling or grammatical errors, and that it conveys your issue clearly and professionally.

Sample Complaint Letter for Poor Service Template

ag.nd.gov

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These letters are primarily associated with machinery or goods that provide long-term benefits. The problem is specified along with the reference to warranty, if any. The copies of invoices or warranty may be attached with the letter. You can also see the Informal Letter Samples.

What You Need to Include in Your Letter of Complaint

1. A letter of complaint is a formal letter, thus you should use a formal letter writing style or the block format. If you don’t know what they are, you can check our Formal Letter Formats and formal letter examples.

2. Your letter should have a header, the date, the name, address, and contact details of the person or department your letter is going to.

3. Just like any other letter, your letter of complaint should contain a greeting or a closing or conclusion. Your greeting may be a standard greeting or you can personalize it by using the last name of the person who is going to receive your letter if you know them. For business letters, it is okay to close your letter with your printed name and signature. You may also use “sincerely yours” and such. You may also see business letters.

4. The introduction part or the opening paragraph of your letter is where you introduce a few details about yourself. A brief summary of your complaint should also be stated here. This is how the reader will get initial information about your complaint or what the problem is all about. This part should be stated clearly and concisely.You may also see business introduction letters.

5. After the introduction would be the rest of the body of the letter. This is the part where you will write in detail everything that happened in your complaint. It should include information like the date, place, time, the people who were involved, how it happened, name of product, model, brand, serial number, color, quantity, the specific problem of the product or service, and so on. The details you need to include should be based on the type of complaint that you have. Make sure that you don’t miss out on anything. You may also see free letters.

6. People complain because they want a resolution or they want something done to fix the problem, whether in the form of compensation or apology. If the complaint is proven to be true and is accepted by the person the complaint is about, then appropriate action should be taken by the management or company. It could be a replacement for the faulty or defective product or a letter of apology for a bad service. If the complaint is proven to be false, the management should let the complainant know in a good way that the complaint is not eligible. You may also see demand letters.

7. A conclusion should also be included in your letter of complaint. You should make things clear to them about what you will be expecting. This is also a way to close your letter.

8. You should also tell them in your letter of complaint how long you will be waiting for their reply and the resolution to the problem. You can provide your contact details so that they can contact you for additional information or resolve the problem with you. You may also see formal business letters.

Response Letter to a Complaint Against an Employee Template

calhr.ca.gov
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When you face problems with the behavior or conduct of an employee of an organization, you need to write these letters. These are descriptive in nature, and you need to be precise about the facts.

Why Do You need to Write these Letters?

All the customers want to get the best value for their money. It is necessary to inform the company about the problems you are facing and check out if it works. In most of the cases, the letter format are result-oriented, and if there is any fault on the part of the company, the products are exchanged or repaired.

The primary purpose of the Sample Complaint Letter is to legitimate your claim that you are not satisfied with the quality. Later, if the letter does not work out, you need to take legal steps and in these situations, the reference of the letters come beneficial. Apart from that, these letters help to resolve a problem through peaceful discussions.

Sample Complaint Letter to Hospital Management Template

southtees.nhs.uk
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The number of ward and name of the patient are included in the sample reference of the letter. You need to mention the date and time of the incident, followed by a detailed description here. Conclude the letter by placing your demands.

Formal Complaint Letter Example in PDF

legalombudsman.org.uk

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Complaint Letter Format are written against different service-oriented companies like medical organizations, law firms and so on. Mention the name of the person you are concerned with, the duration you have been seeking the service from the persona and other necessary details in the letter.

Basic Complaint Letter to Manager Template

gov.mb.ca
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How to Make Complaint Letter Effective?

There are certain occasions when repeated Complaint Letter Samples fail to yield the desired goal list. So, you need to follow the following guidelines while crafting the letters. You need not write a sarcastic, threatening letter with a dire consequence at the outset. Be polite and objective with the tone. But make sure that the company understands why you are not satisfied with the product.

Mention the problems you are facing with clarity. You can include copies of invoice and other relevant documents to empower your claim. Include your contact information so that you are easily reachable. These tips in the Sample Complaint Letters will surely help you out.

Flight Complaint Letter Format

findlegalforms.com

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Sample Complaint of Discrimination Letter Template

aate.org.au

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Sample Service Complaint Letter in Word

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What not to write in a complaint letter?

Avoid personal attacks, overly emotional language, and assumptions about intent. Do not include irrelevant details or legal threats unless you are prepared to take legal action. Keep the tone professional and focused on resolution.

How to begin a complaint?

Begin with a straightforward statement of the issue, including where and when it occurred. Identify yourself and any relevant account or transaction numbers, and clearly state that the purpose of your letter is to lodge a complaint.

How long should a letter of complaint be?

A letter of complaint should be concise, typically no more than one page. It should be long enough to provide a clear and complete description of the issue and your desired resolution, but brief enough to be easily readable.

In conclusion, I trust that the issues raised will be addressed promptly. I look forward to your response and a resolution to my concerns. Please contact me at your earliest convenience so we can discuss this matter further. Thank you for your attention to this issue.

How do I write a complaint letter for unprofessional behavior?

Start by clearly stating the date and details of the incident, describing the unprofessional behavior factually. Request corrective actions or an apology, and include any supporting evidence. Maintain a formal, polite tone throughout the letter.

Customers prefer to write the letters in a sophisticated tone so that they can maintain their status. It is not preferable to move into a war of words with the company. You can browse the website for samples of Formal Letters of complaints and Personal Apology Letters. These documents are included here with all possible variations and formats.

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