A Complaint Letter is written to lodge or file a formal complaint to the concerned authority about shortcomings in a particular service/ product or improper functioning as compared to that claimed by the provider/manufacturer. The complaint letter is usually the last resort to try to get a situation resolved. It is important to write it once all the other efforts to rectify an issue fail. It comes to rescue for solving the matters decently and peacefully.
A customer can use this letter to complain against a product which has become unserviceable in the very first attempt to use or within a short time span after purchase and claim a refund/ free repair from the concerned authorities especially if the product is under warranty.
A Complaint letter is a letter that describes the damage, faults, errors or mistakes happened to the delivered goods and therefore, claims for compensation. The writer must maintain dignity in his tone and write in a way that persuades the seller to compensate for the customer’s loss.
Complaint Letter Template Writing Tips
- Start by mentioning about an item which has gone unserviceable in its warranty period. Mention date of purchase and location of the store from where it was purchased.
- Mention that you are enclosing relevant details of the unserviceable item including the broken piece.
- End by requesting the company’s office to replace the faulty item in good time and mention your mailing address.
- The complaint should be made politely without showing any sign of anger.
- The letter must be precise, and all the relevant details must be properly included in the letter.
Complaint Letter Template
Use our free Complaint Letter Template to help you get started.
From,
__________
____________
Date: ___________(date when the letter is written)
To,
_____________
___________
Subject:___________
Dear Mr/ Mrs/__________ (recipient’s name)
A ______________ (mention item and its warranty period) which I purchased from your store ____________(name the store and address) on _________(mention date of purchase) has become unserviceable within ____________(mention time lapse) after its purchase.
I am enclosing herewith, all relevant details including _________(mention proof of purchase you are enclosing) and the defective_____________(mention item).
I request your office to process my application and replace my faulty item with a new piece as promised at the earliest and oblige. Please forward the courier to my mailing address ___________(mention postal address)
Thanking You
Yours Sincerely
__________ (your name)
Sample Letter
From,
Russell Paul,
101 Bluesky,
New York
DD/MM/YYYY
To,
Richard Davidson
Customer Care Supervisor,
Samtil Systems,
34, Sixth Avenue,
Downing lane,
New York
Subject: Complaint about the handset.
Dear Mr. Davidson,
A Linkia 3010 mobile handset with a warranty of one year, which I purchased from your store in New Horizon Street on DD/MM/YYYY, has gone unserviceable within a day of its purchase.
Since the store manager expressed inability to replace my set without clearance from your office, I am enclosing herewith all relevant details about my purchase including copies of the receipt, warranty card, and the defective handset as well.
I request your office to process my application and replace the faulty handset with a new piece as promised at the earliest and oblige. Please forward the courier to my postal address as stated in the warranty card.
Thanking You
Yours Sincerely,
Russell Paul.
Email Format
The following is the Email Format to be followed for a Complaint Letter Template.
The following is the Email Format to be followed for a Complaint Letter Template.
From: name@email.com
To: name@email.com
Date : _____
Dear Mr./Mrs._____________( Name of the receiver),
A Pigeo washing machine with a warranty of one year, which I purchased from your store in New Horizon Street on DD/MM/YYYY, has gone unserviceable within a day of its purchase.
Since the store manager expressed inability to replace my washing machine without clearance from your office, I am enclosing herewith all relevant details about my purchase including copies of the receipt, warranty card, and the defective handset as well.
I request your office to process my application and replace the faulty washing machine with a new piece as promised at the earliest and oblige. Please forward the courier to my postal address as stated in the warranty card.
Thanking You
Yours Sincerely
__________ (your name)
Leave a Reply
You must be logged in to post a comment.