Writing a complaint letter can be daunting, but a well-crafted letter is often the best way to resolve an issue. A good complaint letter clearly outlines the problem, states your desired resolution, and provides supporting evidence. This article provides 24 sample complaint letter formats covering various scenarios, helping you to address your concerns effectively and professionally. Understanding the right tone and information to include is key to getting the results you want. From faulty products to unsatisfactory service, these templates will guide you through the process.
These sample complaint letter formats are designed to be adaptable to a wide range of situations. Each example includes key elements like a clear statement of the issue, specific details about the product or service, and a reasonable request for action. Remember to always keep a copy of your complaint letter and any supporting documentation. Following these templates will not only help you articulate your grievances effectively but also increase the likelihood of a positive resolution. Before sending, carefully proofread your letter for any errors in grammar or spelling. Consider including the invoice or a copy thereof.
Sample Complaint Letter Formats
Sample 1: Faulty Product
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Faulty [Product Name] – Order # [Order Number]
Dear Sir/Madam,
I am writing to express my dissatisfaction with the [Product Name] I purchased on [Date] (Order #[Order Number]). The product is faulty because [Clearly describe the fault]. I have attached a copy of the invoice as proof of purchase.
I request a full refund or a replacement product. I look forward to your prompt response and resolution to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 2: Poor Service
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Poor Service – [Date of Service]
Dear Sir/Madam,
I am writing to complain about the poor service I received on [Date of Service] at your [Location] branch. Specifically, [Clearly describe the poor service received]. [Mention the employee’s name, if possible].
I request [Specify the desired resolution, e.g., an apology, a discount on future services]. I expect to hear from you within [Number] days.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 3: Billing Error
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[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] for [Description of the charge], which I believe is incorrect because [Explain why the charge is incorrect].
I request that you investigate this matter and correct the billing error. I have attached a copy of my previous statement for your reference.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 4: Damaged Goods
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Damaged Goods – Order # [Order Number]
Dear Sir/Madam,
I am writing to report that the [Product Name] I received on [Date] (Order #[Order Number]) was damaged upon arrival. [Describe the damage in detail]. I have attached photographs as evidence.
I request a replacement product or a full refund. Please advise on how to return the damaged goods.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 5: Unethical Business Practices
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Unethical Business Practices
Dear Sir/Madam,
I am writing to express my concern regarding potentially unethical business practices I observed on [Date] at your [Location] branch. [Describe the unethical practice in detail. Be specific and factual.]
I believe this practice is [Explain why you believe it is unethical and what potential harm it causes]. I request that you investigate this matter and take appropriate corrective action.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 6: Warranty Issue
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Warranty Issue – [Product Name], Serial Number [Serial Number]
Dear Sir/Madam,
I am writing to file a claim under the warranty for the [Product Name] I purchased on [Date], serial number [Serial Number]. The product has [Describe the issue] and is still within the warranty period, which expires on [Expiration Date].
I request that you honor the warranty and either repair the product or provide a replacement. I have attached a copy of the warranty agreement and the purchase receipt.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 7: Rude Employee
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Rude Employee Behavior
Dear Sir/Madam,
I am writing to express my dissatisfaction with the unprofessional and rude behavior of one of your employees on [Date] at approximately [Time]. The employee, who I believe was named [Employee Name, if known], [Describe the employee’s rude behavior in detail].
I found this behavior unacceptable and it significantly impacted my experience. I request that you address this issue with the employee to prevent similar incidents in the future.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 8: Misleading Advertising
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Misleading Advertising
Dear Sir/Madam,
I am writing to express my concern regarding what I believe to be misleading advertising for your [Product/Service Name]. The advertisement stated [Quote the specific claim from the advertisement], which I found to be untrue because [Explain why the claim is false or misleading based on your experience].
I believe this advertising is deceptive and potentially harmful to consumers. I request that you review your advertising materials and ensure that they are accurate and truthful.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 9: Delayed Delivery
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Delayed Delivery – Order # [Order Number]
Dear Sir/Madam,
I am writing to complain about the significant delay in the delivery of my order (#[Order Number]), which I placed on [Date]. The original estimated delivery date was [Original Delivery Date], but I have yet to receive the order.
I have contacted your customer service on [Date(s)] and was told [Summarize what customer service told you, if applicable]. I require the order to be delivered by [Desired Delivery Date]. If this is not possible, I request a full refund.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 10: Privacy Breach
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Potential Privacy Breach
Dear Sir/Madam,
I am writing to report a potential privacy breach involving my personal information. I believe my information was compromised on [Date] when [Describe how you believe your information was compromised. Be specific].
I am concerned about the security of my data and request that you investigate this matter immediately. I also request information on what steps you are taking to protect my data and prevent future breaches. I expect a response within [Number] days.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 11: Poor Quality Food
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Restaurant Name]
[Restaurant Address]
Subject: Complaint Regarding Poor Quality Food – [Date of Visit]
Dear Sir/Madam,
I am writing to complain about the poor quality of the food I received on [Date of Visit] at your [Location] restaurant. I ordered [Name of Dish], and it was [Describe the issues with the food – e.g., undercooked, cold, stale].
This was a very disappointing experience. I request [Specify the desired resolution, e.g., a refund for the dish, a voucher for a future visit].
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 12: Excessive Noise
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Management Company/Neighbor Name]
[Address of Management Company/Neighbor]
Subject: Complaint Regarding Excessive Noise
Dear Sir/Madam,
I am writing to complain about excessive noise coming from [Source of the noise – e.g., apartment above, construction site] at [Address or Description of Location]. The noise occurs [Describe when the noise occurs – e.g., every night, early mornings, during specific hours] and consists of [Describe the type of noise – e.g., loud music, construction sounds, shouting].
This noise is disrupting my peace and quiet enjoyment of my property. I request that you take steps to address this issue and reduce the noise levels. I have previously [Mention any previous attempts to resolve the issue].
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 13: Data Security Incident
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Data Security Incident
Dear Sir/Madam,
I am writing to express my deep concern regarding a recent data security incident that I believe may have compromised my personal information. [Explain how you learned about the incident and why you believe your data was affected.]
I request a detailed explanation of the incident, including the scope of the breach, the types of data compromised, and the steps you are taking to mitigate the damage and prevent future incidents. I also request information on what steps I should take to protect myself from potential identity theft or other harm.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 14: Violation of Contract Terms
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Violation of Contract Terms – Contract # [Contract Number]
Dear Sir/Madam,
I am writing to inform you that I believe you are in violation of the terms of our contract (#[Contract Number]), which was signed on [Date]. Specifically, [Clearly describe which term(s) of the contract you believe have been violated and how].
I request that you immediately rectify this breach of contract. If the violation is not resolved by [Date], I will be forced to consider further legal action. I have attached a copy of the contract for your reference.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 15: Poor Customer Service Chat Experience
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Poor Customer Service Chat Experience – [Date of Chat]
Dear Sir/Madam,
I am writing to express my dissatisfaction with my recent customer service chat experience on [Date] at approximately [Time]. I was attempting to resolve [Briefly describe the issue you were trying to resolve].
The chat agent [Describe the specific issues with the chat agent’s performance. E.g., was unhelpful, rude, slow to respond, provided incorrect information]. I have attached a transcript of the chat for your review. I would appreciate it if you would investigate this matter and take appropriate action to improve your customer service chat experience.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 16: Incorrect Product Shipped
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Incorrect Product Shipped – Order # [Order Number]
Dear Sir/Madam,
I am writing to inform you that I received the incorrect product in my recent order (#[Order Number]), which I placed on [Date]. I ordered [Name of Product Ordered], but I received [Name of Product Received] instead.
I request that you arrange for the correct product to be shipped to me as soon as possible. Please also provide instructions on how to return the incorrect product. I have attached a copy of my order confirmation.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 17: Unauthorized Account Access
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Unauthorized Account Access – Account # [Account Number]
Dear Sir/Madam,
I am writing to report unauthorized access to my account (#[Account Number]). On [Date], I noticed [Describe the signs of unauthorized access – e.g., unusual transactions, changed password].
I believe my account has been compromised, and I request that you immediately secure my account and investigate this matter thoroughly. I also request that you reverse any unauthorized transactions. Please contact me at your earliest convenience to discuss this further.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 18: Discrimination Complaint
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Discrimination
Dear Sir/Madam,
I am writing to file a formal complaint regarding discriminatory behavior I experienced on [Date] at your [Location]. I believe I was discriminated against based on [Protected characteristic – e.g., race, religion, gender, age] because [Describe the specific discriminatory actions or statements].
This behavior is unacceptable and violates [Mention any relevant laws or company policies]. I request that you investigate this matter thoroughly and take appropriate corrective action. I also expect to be treated with respect and dignity in the future.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 19: Unsolicited Email (Spam)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Unsolicited Email (Spam)
Dear Sir/Madam,
I am writing to complain about receiving unsolicited email (spam) from your company. I received an email on [Date] at [Time] promoting [Describe the product or service being advertised]. I have never subscribed to your mailing list nor have I given you permission to contact me via email.
I demand that you immediately remove my email address from your mailing list and cease sending me unsolicited emails. Continued unsolicited emails will be reported to the appropriate authorities.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 20: Refusal to Honor a Coupon
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Subject: Complaint Regarding Refusal to Honor a Coupon
Dear Sir/Madam,
I am writing to complain about the refusal to honor a coupon that I attempted to use at your [Location] store on [Date]. The coupon was for [Describe the coupon’s offer] and had an expiration date of [Expiration Date]. I met all the requirements for using the coupon.
The employee [Employee Name, if known] refused to accept the coupon because [Reason given for refusal]. I believe this refusal was unjustified. I request that you honor the coupon or provide me with an equivalent discount. I have attached a copy of the coupon.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 21: Internet Service Interruption
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Internet Service Provider Name]
[Internet Service Provider Address]
Subject: Complaint Regarding Internet Service Interruption – Account Number [Account Number]
Dear Sir/Madam,
I am writing to complain about the repeated interruptions in my internet service. Since [Start Date], my internet service has been unreliable, experiencing frequent outages lasting from [Duration] to [Duration]. These interruptions typically occur [Describe when the interruptions occur – e.g., during peak hours, randomly].
These service disruptions are causing significant inconvenience as I rely on the internet for [Explain how you use the internet – e.g., work, online learning, essential communication]. I request that you investigate these outages and take steps to ensure a stable and reliable internet connection. I also request a credit to my account for the period of disrupted service. My account number is [Account Number].
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 22: Unsatisfactory Cleaning Service
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Cleaning Company Name]
[Cleaning Company Address]
Subject: Complaint Regarding Unsatisfactory Cleaning Service – Date of Service [Date of Service]
Dear Sir/Madam,
I am writing to express my dissatisfaction with the cleaning service I received on [Date of Service]. The service was scheduled for [Time] but the cleaners arrived [Late/Early – by amount of time]. Furthermore, the cleaning was substandard. Specifically, [List specific areas missed or poorly cleaned – e.g., the floors were not mopped properly, the bathrooms were not cleaned, the dusting was incomplete].
I am disappointed with the quality of the service. I request that you either refund a portion of the payment or provide a re-cleaning service that meets the standards outlined in our agreement. I expect a response within [Number] days. Please see attached photo evidence.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 23: Incorrect Credit Report Information
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Credit Bureau Name]
[Credit Bureau Address]
Subject: Complaint Regarding Incorrect Information on Credit Report – Account Number (if applicable)
Dear Sir/Madam,
I am writing to dispute inaccurate information appearing on my credit report. I recently obtained a copy of my credit report from your agency, and I found the following inaccuracies: [Specifically list each inaccurate item – e.g., Incorrect account balance for account #, Incorrect payment history for account #, Account listed that does not belong to me]. I have attached a copy of my credit report with the disputed items highlighted.
I request that you investigate these inaccuracies and remove or correct the erroneous information. I have also included supporting documentation to verify my claims [List supporting documents – e.g., payment history, account statements]. Please provide written confirmation of the corrections made. My Social Security number is [Social Security Number – Use with CAUTION – consider redacting or omitting for initial correspondence]. My date of birth is [Date of Birth].
Sincerely,
[Your Signature]
[Your Typed Name]
Sample 24: Unauthorized Charge to Credit Card
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Credit Card Company Name]
[Credit Card Company Address]
Subject: Complaint Regarding Unauthorized Charge – Account Number [Account Number]
Dear Sir/Madam,
I am writing to dispute an unauthorized charge on my credit card account number [Account Number]. On [Date], a charge of $[Amount] was made to [Merchant Name] that I did not authorize. I have no record of making this purchase and do not recognize the merchant.
I request that you investigate this unauthorized charge and remove it from my account. I have filed a police report regarding this potential fraud [If applicable, mention the police report number]. Please provide me with information on the steps you are taking to resolve this issue and prevent future unauthorized charges. I expect to be reimbursed for the unauthorized charge. Please also send me a new card with a different card number to avoid future fraud. I look forward to a prompt resolution of this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Conclusion
Using these sample complaint letter formats will provide a solid foundation for voicing your concerns and seeking resolution. Remember to always be polite, factual, and clear in your communication. By clearly stating the issue, providing supporting documentation, and requesting a specific resolution, you increase the chances of a positive outcome. Maintain records of all correspondence for future reference. When appropriate, consider sending the letter via certified mail to ensure proof of delivery. If the issue remains unresolved after sending your complaint letter, you may need to consider further action, such as contacting consumer protection agencies or seeking legal advice.