Effective Complaint Letter Samples: Get Your Voice Heard

[Date]

[Company Name]
[Company Address]

Subject: Complaint Regarding Defective [Product Name] – Order # [Order Number]

Dear [Customer Service Manager/Appropriate Contact Person],

I am writing to express my dissatisfaction with a [Product Name] I purchased on [Date of Purchase] from [Location of Purchase or Website]. My order number is [Order Number].

Upon receiving the product, I noticed that [Describe the defect clearly and concisely. E.g., “the product was scratched,” or “the product did not function as advertised”]. This defect renders the product unusable and does not meet the standards I expect from your company.

I have attached photographs/videos as evidence of the defect. I would appreciate it if you could provide a replacement for the defective product or issue a full refund. I have been a loyal customer of [Company Name] for many years and hope this matter can be resolved quickly and efficiently.

Thank you for your time and attention to this matter. I look forward to hearing from you soon.

[Date]

[Company Name]
[Company Address]

Subject: Complaint Regarding Unsatisfactory Service – [Service Type] on [Date]

Dear [Customer Service Manager/Appropriate Contact Person],

I am writing to complain about the unsatisfactory service I received on [Date] regarding [Service Type]. [Employee Name, if applicable] provided the service.

[Describe the problem with the service in detail. E.g., “The employee was rude and unhelpful,” or “The service was not completed as promised”]. This resulted in [Explain the negative consequences of the unsatisfactory service. E.g., “a significant delay,” or “additional expenses”].

I request a [Specific request: refund, apology, correction of the service]. I believe this is a fair resolution given the inconvenience and negative impact caused by the unsatisfactory service. I would appreciate a response within [Number] days outlining the steps you will take to address this issue.

Thank you for your prompt attention to this matter.

[Date]

[Company Name]
[Company Address]

Subject: Billing Error – Account Number [Your Account Number]

Dear [Billing Department/Appropriate Contact Person],

I am writing to dispute an incorrect charge on my account, number [Your Account Number], for the billing period of [Billing Period]. The charge in question is for [Amount of Incorrect Charge] and is described as [Description of the Charge].

I believe this charge is incorrect because [Explain why you believe the charge is incorrect. E.g., “I did not receive the service,” or “I was already billed for this service”]. I have attached copies of [Supporting documents: previous bills, contracts, etc.] to support my claim.

I request that you investigate this matter and remove the incorrect charge from my account. I would also appreciate a corrected bill reflecting the accurate amount. Please confirm in writing that the adjustment has been made. I am happy to cooperate fully with your investigation.

[Date]

[Company Name]
[Company Address]

Subject: Complaint Regarding Delayed Delivery – Order Number [Order Number]

Dear [Customer Service Manager/Appropriate Contact Person],

I am writing to express my disappointment regarding the delayed delivery of order number [Order Number], which I placed on [Date of Order]. The order was originally scheduled to arrive on [Original Delivery Date].

As of today, [Current Date], I have not received the order. I have checked the tracking information provided, and it indicates [State the tracking information status. E.g., “the package is still in transit,” or “the package has not been shipped”]. This delay is causing me [Explain the inconvenience caused by the delay. E.g., “significant inconvenience as I needed the items for a specific event,” or “disruption to my business operations”].

I request that you investigate the cause of the delay and provide an updated delivery date. If the order cannot be delivered within [Number] days, I request a full refund. I expect a prompt response and resolution to this issue.

[Date]

[Company Name]
[Company Address]

Subject: Complaint Regarding Inadequate Product Information – [Product Name]

Dear [Customer Service Manager/Appropriate Contact Person],

I am writing to express my concern regarding the inadequate product information provided for [Product Name] on your [Website/Marketing Material]. I purchased this product on [Date] expecting it to [Describe expected functionality].

However, the product [Describe the discrepancy between expectation and reality. E.g., “does not perform as advertised” or “lacks a crucial feature not mentioned in the description”]. The missing information or misleading description led me to believe the product was suitable for my needs, but it is not. This has resulted in [Explain the consequences, e.g., wasted time, lost money, frustration].

I request a [Desired resolution, e.g., refund, exchange for a more suitable product, clarification of the product’s limitations]. I believe this is a fair request given the misleading information provided. I look forward to your prompt response and a resolution to this matter.

[Date]

[Company Name]
[Company Address]

Subject: Complaint Regarding Poor Customer Service Interaction – [Date of Interaction]

Dear [Customer Service Manager/Appropriate Contact Person],

I am writing to express my extreme dissatisfaction with the customer service interaction I had on [Date] at [Time, if applicable] with [Employee Name, if known] via [Phone/Email/In-Person]. My inquiry concerned [Briefly state the subject of your inquiry].

[Describe the specific issues with the interaction. Be specific and objective. E.g., “The employee was rude and dismissive,” or “The employee was unable to answer my questions and provided incorrect information,” or “The wait time was excessive and I was transferred multiple times without resolution”]. This resulted in [Explain the consequences of the poor service, e.g., unresolved issue, frustration, wasted time].

I request that you investigate this incident and take appropriate measures to address the poor customer service I received. This may include [Suggestions, e.g., retraining of the employee, review of customer service procedures]. I expect a response outlining the steps you will take to prevent similar incidents in the future. I am also requesting [Additional request if applicable, e.g. a formal apology from the employee involved].

[Date]

[Company Name]
[Company Address]

Subject: Complaint Regarding Breach of Contract – Contract Number [Contract Number]

Dear [Appropriate Contact Person],

This letter serves as a formal complaint regarding a breach of contract, identified as contract number [Contract Number], which was signed on [Date of Contract].

Specifically, [Company Name] has failed to fulfill the terms outlined in section [Section Number] of the contract, which states [Quote the relevant clause of the contract]. [Explain how the company has failed to meet the contractual obligations. Provide specific examples and dates]. This breach has resulted in [Explain the damages or losses incurred as a result of the breach].

I demand immediate action to remedy this breach of contract. I request that you [State the specific actions required to rectify the situation, e.g., complete the service as agreed, provide compensation for damages]. Failure to comply with this demand within [Number] days will leave me with no option but to pursue legal action to enforce the terms of the contract. I have attached a copy of the contract for your reference.

[Date]

[Company Name]
[Company Address]

Subject: Complaint Regarding Damaged Goods During Shipping – Order # [Order Number]

Dear [Customer Service Manager/Appropriate Contact Person],

I am writing to report that I received a damaged package on [Date of Delivery] related to order number [Order Number], which I placed on [Date of Order]. The package contained [List of items in the package].

Upon opening the package, I discovered that [Describe the damage to the goods. Be specific, e.g., “the [Item Name] was crushed,” or “the [Item Name] was cracked and leaking”]. This damage appears to have occurred during shipping. I have attached photographs as evidence of the damage to both the packaging and the goods inside.

I request a full refund or a replacement for the damaged goods. I would also like to know what steps you will take to prevent similar damage during future shipments. Please provide instructions on how to return the damaged items. I look forward to your prompt response and a resolution to this issue.