Complaint Letter Template

There are two advantages to writing a complaint letter rather than talking about it. First, you feel better. And second, the person or organization causing the problem takes you much more seriously when you commit your thoughts to paper. Here is a letter template and sample to help you get an understanding of complaint letters.

Writer's name
Complete address
Contact number
Email id

Date:

To
Name of Addressee
Designation
Name of Company

Subject: Complaint Letter about (name of product/service)

Dear Sir/Madam,

(Opening Paragraph)

This paragraph should give a reference about the product by mentioning its name, manufacturing date, date of purchase, and location of purchase. In case of a service, mention the nature of service, name of service provider, and the location of service provider. Specifying the invoice number of your purchase is highly essential.

(Second Paragraph)

This paragraph should specify in detail the nature of problem faced by you, or the grievances you wish to express with regards to the product or the service.

(Closing Paragraph)

This paragraph should express the nature of compensation you expect regarding the defective product or service. Most of the time, writers ask for a product replacement, product repair, refund of the product price or refund of full/partial fees paid to avail of a particular service. It should also mention the date by which you expect a response about the complaint from the addressee.

Hoping for an immediate action in this matter from your side.

Sincerely,
-s/d
Writer's name