Crafting a Powerful Complaint Letter: Getting Results
Writing a well-structured complaint letter is crucial for resolving issues with businesses and services. A clear, concise, and polite letter outlining the problem, the desired resolution, and supporting details significantly increases your chances of a positive outcome. This article provides 24 diverse complaint letter samples to guide you through various scenarios, ensuring you can effectively communicate your concerns and seek appropriate action.
Key Elements of a Successful Complaint
Each sample letter focuses on presenting the complaint clearly, specifying the problem with dates and descriptions, and clearly stating the desired resolution. Remember to maintain a professional tone throughout your letter. Include all relevant information like order numbers, account details, and any previous communication. Providing this detail allows the recipient to quickly understand the issue and take appropriate action. Keep your letter focused and avoid emotional language.
Diverse Scenarios and Practical Examples
The samples below cover a wide range of situations, including defective products, billing errors, poor service, and warranty issues. You’ll find examples addressing problems with online retailers, service providers, and local businesses. Use these templates as a starting point and customize them to fit your specific circumstances. Remember to keep a copy of your letter for your records. Sending the letter via certified mail can also provide proof of delivery.
Complaint Letter Samples: 24 Practical Examples
Sample 1: Defective Product Complaint
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Defective [Product Name] – Order # [Order Number]
Dear Sir/Madam,
I am writing to complain about a defective [Product Name] that I purchased on [Date of Purchase] from your website/store. The order number is [Order Number]. Upon receiving the product, I noticed [Describe the defect clearly].
I have attached photos/videos as evidence of the defect. I am requesting a full refund or a replacement for the defective product. Please advise on the next steps to resolve this issue. I look forward to your prompt response.
Sincerely,
[Your Name]
Sample 2: Billing Error Complaint
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Billing Error – Account # [Account Number]
Dear Sir/Madam,
I am writing to dispute a billing error on my account [Account Number]. I was charged [Amount] on [Date of Charge] for [Description of Charge] which I believe is incorrect. My usual monthly bill is [Usual Amount].
I have been a loyal customer for [Number] years and have always paid my bills on time. Please investigate this discrepancy and credit my account accordingly. I am attaching a copy of my previous bill for your reference. I expect a confirmation in writing that this has been resolved.
Sincerely,
[Your Name]
Sample 3: Poor Service Complaint
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Poor Service Received on [Date]
Dear Sir/Madam,
I am writing to express my extreme dissatisfaction with the service I received on [Date] at [Location of Service]. [Describe the details of the poor service clearly and objectively. Include the name of the employee if known].
This experience was unacceptable, and I believe it reflects poorly on your company. I request a written apology and assurance that steps will be taken to prevent similar incidents in the future. I also expect [State the desired resolution, e.g., a partial refund or a voucher].
Sincerely,
[Your Name]
Sample 4: Warranty Issue Complaint
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Warranty Claim – [Product Name] – Serial Number [Serial Number]
Dear Sir/Madam,
I am writing to file a warranty claim for a [Product Name] I purchased on [Date of Purchase]. The serial number is [Serial Number]. The product is still under warranty, which is valid until [Warranty Expiration Date].
[Describe the problem and how it falls under the warranty terms]. I am requesting that you repair or replace the product as per the warranty agreement. I have attached a copy of the purchase receipt and warranty information.
Sincerely,
[Your Name]
Sample 5: Online Retailer Complaint – Delayed Shipping
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Delayed Shipping – Order # [Order Number]
Dear Sir/Madam,
I am writing to complain about a significant delay in the shipping of my order [Order Number], placed on [Date of Order]. The estimated delivery date was [Estimated Delivery Date], and I have yet to receive the order.
I have checked the tracking information, and it shows [State the current tracking status]. I am concerned about the whereabouts of my order and request an immediate update on its delivery status. I also request [State the desired resolution, e.g., a refund of shipping costs].
Sincerely,
[Your Name]
Sample 6: Service Provider Complaint – Internet Outage
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Internet Outage – Account # [Account Number]
Dear Sir/Madam,
I am writing to complain about a persistent internet outage affecting my service at account number [Account Number]. The outage began on [Date of Outage] and has continued intermittently since then.
This disruption is significantly impacting my ability to [Explain the impact of the outage, e.g., work from home, attend online classes]. I request immediate action to restore my internet service and a credit to my account for the period of the outage.
Sincerely,
[Your Name]
Sample 7: Restaurant Complaint – Poor Food Quality
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Restaurant Name]
[Restaurant Address]
Subject: Complaint Regarding Poor Food Quality on [Date]
Dear Sir/Madam,
I am writing to express my disappointment with the food quality I experienced at your restaurant on [Date]. I ordered [Name of Dish], and it was [Describe the problem, e.g., undercooked, cold, tasted stale].
This was a very unsatisfactory dining experience, and I believe the food quality was below your usual standards. I request [State the desired resolution, e.g., a refund for the dish, a voucher for a future visit].
Sincerely,
[Your Name]
Sample 8: Airline Complaint – Lost Luggage
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Airline Name]
[Airline Address]
Subject: Complaint Regarding Lost Luggage – Flight [Flight Number]
Dear Sir/Madam,
I am writing to report that my luggage was lost on flight [Flight Number] from [Departure City] to [Arrival City] on [Date]. My baggage tag number is [Baggage Tag Number].
The luggage contains [Briefly describe the contents of the luggage]. I request that you make every effort to locate my luggage and return it to me as soon as possible. I also request information on your compensation policy for lost luggage.
Sincerely,
[Your Name]
Sample 9: Bank Complaint – Unauthorized Transaction
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Bank Name]
[Bank Address]
Subject: Complaint Regarding Unauthorized Transaction – Account # [Account Number]
Dear Sir/Madam,
I am writing to report an unauthorized transaction on my account [Account Number] for [Amount] on [Date]. I did not authorize this transaction and believe it to be fraudulent.
I request that you investigate this transaction immediately and credit my account for the full amount. I have also filed a police report (report number: [Police Report Number]). Please provide me with information on the steps you are taking to resolve this issue.
Sincerely,
[Your Name]
Sample 10: Gym Complaint – Unclean Facilities
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Gym Name]
[Gym Address]
Subject: Complaint Regarding Unclean Facilities
Dear Sir/Madam,
I am writing to express my concern about the cleanliness of the facilities at your gym. I have observed on several occasions that the [Specific area, e.g., locker rooms, showers, equipment] are not being properly cleaned.
This is a health and safety concern, and I request that you take immediate action to improve the cleanliness of the gym. I expect to see noticeable improvements in the hygiene of the facilities within the next week.
Sincerely,
[Your Name]
Sample 11: Car Rental Complaint – Damaged Vehicle Noted After Return
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Car Rental Company Name]
[Car Rental Company Address]
Subject: Complaint Regarding Damage Claim – Rental Agreement # [Rental Agreement Number]
Dear Sir/Madam,
I am writing to dispute a damage claim on rental agreement [Rental Agreement Number] for a vehicle I rented from [Location] on [Start Date] and returned on [End Date]. I am being charged for [Description of Damage], which I did not cause and was not present when I returned the vehicle.
I carefully inspected the vehicle with your staff at the time of return, and no damage was noted on the return receipt (copy attached). Please provide evidence that the damage occurred while the vehicle was in my possession. I request that you drop this damage claim immediately.
Sincerely,
[Your Name]
Sample 12: Hotel Complaint – Noisy Room
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hotel Name]
[Hotel Address]
Subject: Complaint Regarding Noisy Room – Reservation # [Reservation Number]
Dear Sir/Madam,
I am writing to complain about the excessive noise I experienced during my stay at your hotel from [Start Date] to [End Date], reservation number [Reservation Number]. My room, [Room Number], was located near [Source of Noise, e.g., the elevator, a construction site]. The noise made it impossible to sleep and severely detracted from my stay.
I brought this to the attention of the front desk on [Date], but the situation was not resolved. I request a partial refund for the inconvenience caused by the noise.
Sincerely,
[Your Name]
Sample 13: Insurance Company Complaint – Claim Denial
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Insurance Company Name]
[Insurance Company Address]
Subject: Complaint Regarding Claim Denial – Policy # [Policy Number], Claim # [Claim Number]
Dear Sir/Madam,
I am writing to appeal the denial of my claim [Claim Number] under policy [Policy Number]. My claim was for [Description of Claim], and the denial was based on [Reason for Denial].
I believe the denial is unjustified because [Explain why you believe the denial is unjustified, referring to policy terms if possible]. I am providing additional documentation [List the attached documents] to support my claim. I request a review of my claim and a reversal of the denial decision.
Sincerely,
[Your Name]
Sample 14: Cell Phone Company Complaint – Overcharging
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Cell Phone Company Name]
[Cell Phone Company Address]
Subject: Complaint Regarding Overcharging – Account # [Account Number]
Dear Sir/Madam,
I am writing to dispute charges on my account [Account Number] for the billing period of [Start Date] to [End Date]. I am being charged [Amount] for [Description of the overcharge, e.g., data usage, international calls] which I believe is incorrect. My plan includes [Details of your plan].
I have reviewed my usage and found no evidence of these charges. I request a detailed breakdown of my usage for the billing period in question. I expect the overcharge to be removed from my account.
Sincerely,
[Your Name]
Sample 15: Furniture Store Complaint – Damaged Delivery
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Furniture Store Name]
[Furniture Store Address]
Subject: Complaint Regarding Damaged Furniture Delivery – Order # [Order Number]
Dear Sir/Madam,
I am writing to complain about the damaged condition of the furniture delivered on [Delivery Date], order number [Order Number]. The [Name of furniture item] arrived with [Description of the damage, e.g., scratches, dents, tears].
I immediately notified the delivery personnel of the damage. I have attached photographs as evidence of the damage. I request a replacement for the damaged furniture or a full refund.
Sincerely,
[Your Name]
Sample 16: Landlord Complaint – Lack of Maintenance
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Landlord Name]
[Landlord Address]
Subject: Complaint Regarding Lack of Maintenance at [Address of Property]
Dear [Landlord Name],
I am writing to complain about the lack of maintenance at the property located at [Address of Property]. Specifically, [List the maintenance issues, e.g., leaky faucet, broken appliance, pest infestation]. I have previously reported these issues on [Dates of previous reports].
These issues are impacting my quality of life and violating the terms of our lease agreement. I request that you address these maintenance issues promptly. I will allow a reasonable timeframe of [Number] days for these repairs to be completed. If the repairs are not completed within this timeframe, I will be forced to consider further action.
Sincerely,
[Your Name]
Sample 17: Contractor Complaint – Unfinished Work
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Contractor Name]
[Contractor Address]
Subject: Complaint Regarding Unfinished Work – Contract Date [Contract Date]
Dear [Contractor Name],
I am writing to complain about the unfinished work on the project we contracted you for on [Contract Date]. The project was to [Description of the project], and the agreed-upon completion date was [Completion Date]. However, [Describe the work that remains unfinished and the reasons for your dissatisfaction].
I have already paid [Amount Paid] towards the total contract price of [Total Contract Price]. I request that you complete the remaining work according to the terms of our contract within [Number] days. If the work is not completed within this timeframe, I will be forced to seek legal counsel.
Sincerely,
[Your Name]
Sample 18: Subscription Service Complaint – Unwanted Renewal
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Subscription Service Name]
[Subscription Service Address]
Subject: Complaint Regarding Unwanted Subscription Renewal – Account # [Account Number]
Dear Sir/Madam,
I am writing to complain about the unwanted renewal of my subscription, account number [Account Number]. I intended to cancel my subscription before the renewal date, [Renewal Date], but I was still charged for another period. I contacted your customer service on [Date] to cancel.
I did not authorize this renewal and request a full refund for the renewal fee. I expect the subscription to be canceled immediately to prevent any further charges.
Sincerely,
[Your Name]
Sample 19: School Complaint – Bullying Incident
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[School Name]
[School Address]
Subject: Complaint Regarding Bullying Incident Involving [Student’s Name]
Dear Sir/Madam,
I am writing to report a bullying incident involving my child, [Student’s Name], which occurred on [Date of Incident] at [Location of Incident]. [Describe the bullying incident in detail, including the name of the bully if known, and any witnesses].
This incident has caused significant distress to my child. I request that you investigate this matter thoroughly and take appropriate disciplinary action against the student(s) involved. I expect to be informed of the steps you are taking to prevent future bullying incidents.
Sincerely,
[Your Name]
Sample 20: Daycare Complaint – Neglect
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Daycare Name]
[Daycare Address]
Subject: Complaint Regarding Neglect of [Child’s Name]
Dear Sir/Madam,
I am writing to complain about a concerning incident of neglect involving my child, [Child’s Name], at your daycare on [Date of Incident]. [Describe the incident of neglect in detail, including the time, location, and specific details of what happened or didn’t happen].
I am deeply concerned about the safety and well-being of my child. I request a full investigation into this incident and assurance that steps will be taken to prevent similar incidents from occurring in the future. I also request a meeting with the daycare director to discuss my concerns.
Sincerely,
[Your Name]
Sample 21: Pest Control Complaint – Ineffective Treatment
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Pest Control Company Name]
[Pest Control Company Address]
Subject: Complaint Regarding Ineffective Pest Control Treatment – Contract # [Contract Number]
Dear Sir/Madam,
I am writing to complain about the ineffective pest control treatment I received under contract [Contract Number] on [Date of Treatment]. The treatment was intended to eliminate [Type of Pest, e.g., rodents, ants, termites], but the problem persists and has not improved.
I have followed all instructions provided by your technician. I request a re-treatment of my property at no additional cost or a refund for the ineffective service.
Sincerely,
[Your Name]
Sample 22: Delivery Service Complaint – Damaged Package
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Delivery Service Name]
[Delivery Service Address]
Subject: Complaint Regarding Damaged Package – Tracking Number [Tracking Number]
Dear Sir/Madam,
I am writing to complain about a package that arrived damaged on [Date of Delivery]. The tracking number is [Tracking Number]. The package contained [Brief description of contents]. Upon receiving the package, it was evident that it had been [Describe the damage to the package].
The contents of the package, [Specific item that was damaged], were also damaged as a result. I have attached photographs as evidence of the damage to both the package and the contents. I request compensation for the damaged contents.
Sincerely,
[Your Name]
Sample 23: Computer Repair Service Complaint – Unresolved Issue and Additional Damage
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Computer Repair Service Name]
[Computer Repair Service Address]
Subject: Complaint Regarding Unresolved Computer Repair and Additional Damage – Invoice # [Invoice Number]
Dear Sir/Madam,
I am writing to complain about the computer repair service I received on [Date of Service], invoice number [Invoice Number]. I brought my computer in for [Description of original problem]. The issue was not resolved and, furthermore, the repairs caused [Describe additional damage caused by the repair service].
I request that you rectify the original issue and repair the additional damage your service caused, free of charge. If this is not possible, I request a full refund for the repair service and compensation for the damage caused.
Sincerely,
[Your Name]
Sample 24: Travel Agency Complaint – Misleading Information
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Travel Agency Name]
[Travel Agency Address]
Subject: Complaint Regarding Misleading Information Provided – Booking Reference [Booking Reference]
Dear Sir/Madam,
I am writing to complain about misleading information provided by your agency regarding my travel booking, reference [Booking Reference]. I was informed [State the information you were given] but upon arrival, I discovered that [State the actual situation that contradicted the information].
This misleading information caused [Explain the consequences of the misleading information]. I request compensation for the inconvenience and expenses incurred as a result of this misinformation. I also request assurance that your staff will be properly trained to avoid similar errors in the future.
Sincerely,
[Your Name]
Conclusion: Taking Action for Resolution
These complaint letter samples provide a foundation for effectively communicating your concerns and seeking resolutions to various issues. Remember to tailor each sample to your specific situation, providing accurate details and clearly stating your desired outcome. By crafting a well-written and professional complaint letter, you can significantly increase your chances of achieving a satisfactory resolution. Good luck!