Complaint Letter Sample
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company/Organization Name]
[Company/Organization Address]
[City, State, Zip Code]
Dear [Recipient's Name],
Subject: Complaint Regarding [Product/Service]
I am writing to express my dissatisfaction with [Product/Service], which I purchased from your company on [Date of Purchase]. I regret to inform you that I have encountered several issues that have negatively impacted my experience and I believe they warrant your immediate attention.
1. Product/Service Issue: Upon receiving the product/service, I noticed the following problems:
[Describe the issue in detail, such as a faulty feature, poor quality, etc.]
[Provide specific examples or evidence if possible.]
2. Customer Service Experience: When I attempted to address these issues with your customer service department on [Date], the representative was unhelpful and did not offer a satisfactory resolution.
3. Promises Made: I was assured by your marketing materials that the [Product/Service] would meet certain standards, which it has failed to do.
I kindly request the following actions to be taken:
1. Replacement/Refund: A replacement for the defective [Product/Service] or a full refund would be appropriate at this time.
2. Apology: A sincere apology for the inconvenience caused would be appreciated.
3. Improvement: I would also like to suggest that your company reviews its quality control and customer service processes to prevent similar issues from occurring in the future.
I expect a response within [Number of Days] business days. Please feel free to contact me at [Your Phone Number] or [Your Email Address] to discuss this matter further.
Thank you for your attention to this matter. I look forward to a prompt resolution.
Sincerely,
[Your Name]
Common Questions and Answers Related to Complaint Letter Sample
Q1: How do I address a complaint letter?
A1: Address the letter to the appropriate person or department within the company, including their name, title, and company name.
Q2: What should I include in a complaint letter?
A2: Include the date, your contact information, the recipient's contact information, a clear subject line, a brief introduction, a detailed description of the issue, specific examples, the desired resolution, and a closing with your name and contact information.
Q3: Should I send a complaint letter by email or postal mail?
A3: Both are acceptable, but if you want a formal record, consider sending it by postal mail.
Q4: How do I write a polite complaint letter?
A4: Use a professional tone, avoid using aggressive language, and be clear and concise in your description of the issue.
Q5: What if I don't get a response to my complaint letter?
A5: Follow up with a phone call or another email, reminding them of the issue and your initial request for a response.
Q6: Should I include photos or evidence in the letter?
A6: If it's relevant and supports your case, yes. However, ensure you have permission to share such materials.
Q7: How long should I wait for a response?
A7: A reasonable timeframe is typically 7 to 14 business days, but you can specify a deadline in your letter.
Q8: What if the company offers a resolution that I'm not satisfied with?
A8: Politely decline the offer and reiterate your request for a satisfactory resolution.
Q9: Can I send a complaint letter to a higher authority if the company doesn't respond?
A9: Yes, you can escalate the complaint to a higher authority, such as a manager or even regulatory bodies if applicable.
Q10: How do I ensure my complaint letter is effective?
A10: Be specific about the issue, polite, concise, and professional. Ensure that your letter clearly states what you expect from the company and why it matters to you.
