A Complaint letter is written to voice one’s problem and have it fixed at the earliest. The complaint letter is a better and more formal means of communication as compared to verbal means.
The complainant pens down his/her problem in order to ask the authorities to intervene and sort out the grievance and also suggests remedies if possible. Such a letter should be concise, brief, and written in a polite yet stern tone to convey one’s situation favorably.
If a client or customer is not happy with the service being provided by the management, he/she can raise a voice. Also through this letter, one can ask for compensation. If you also want to write a complaint letter to someone and expect them to rectify the issue, you can write a letter on the same and register your grievances.
Below are few tips along with the sample of complaint letter for poor service, or bad product that you would want to have a look at in order to write a complaint letter.
Sample Complaint Letter Writing Tips:
- Start by mentioning mention work agreement between both parties and specify duration of association.
- Mention since when problems have begun in business.
- Briefly explain losses suffered and inconvenience caused due to non-fulfillment of work.
- Mention penalty the other party has to bear for non-fulfillment of commitment.
- End by requesting concerned authority to do the needful.
Sample Complaint Letter Template
Use our free Template Complaint Letter to help you get started.
From
__________ (your name)
__________ (your address)
__________
To
__________ (name of recipient)
__________ (recipient’s address)
Date __________ (date of writing letter)
Dear Mr/ Mrs/__________ (recipient’s name)
We have been doing business….(mention the work agreement between both parties) for the past …(mention term of business association ). We had no complaints whatsoever till …(mention since when the problem between both parties has begun).
…(briefly explain losses suffered and inconvenience caused due to non-fulfillment of work by another party)
Our agreement clearly states that any loss we incur due to non-fulfillment of commitment from your end will result in …(mention penalty the other party has to bear for non-fulfillment of commitment)
Hence I request you to personally look into this matter and do the needful.
Thanking You,
_________ (your name)
From,
__________ (your name)
__________ (your address)
__________
Date __________ (date of writing letter)
To,
__________ (name of recipient)
__________ (recipient’s address)
Subject: Complaint about _____
Dear Mr/ Mrs/__________ (recipient’s name),
I work in the capacity of (mention your post/designation)….. in (mention name of organization /company). I have complained on several occasions earlier that ….(briefly explain your grievance ).
Despite reminders ….the problem persists.
I request you to kindly ….(request concerned authority to take suitable action to overcome the above-mentioned crisis/grievance) …. in the future.
Thanking You,
Yours truly,
_________ (your name)
Sample Complaint Letter Sample
Use our free Sample Complaint Letter to help you get started.
Mark Robinson
Managing Director
Sigma Beverages
CA
12th September2013
To
Ian Smith
Managing Director
Plug-Cork Pvt Ltd
Downtown Street
CA
Subject: Complaint letter
Dear Mr. Smith,
Your company has been supplying corks for bottling wine in our distillery for the past two years. We had no complaints either with the quality or timing of supply till the last quarter.
Ever since your company has appointed a new dispatch officer, the timing for delivery has not been met as stipulated. Since bottling cannot be delayed once the distillation process is underway, our company will incur heavy losses if the corking is not done on time due to the non-availability of stock.
Our business agreement clearly states that you have to keep a stock catering to one month’s work in our warehouse at all times which is not being fulfilled. Any loss incurred due to non-fulfillment of commitment from your end will cause termination of the contract and invite the demurrage charge in full.
Hence I request you to personally look into this matter and avert any future losses.
Thanking You,
Edward
From,
Mark Robinson,
Manager,
Elders Paradise,
Tensile Street,
CA.
DD/MM/YYYY
To,
Ian Smith,
Manager,
Regal Banquet Hall,
Tensile Street,
CA
Subject: Complaint about celebration in your banquet-hall till wee hours
Dear Mr. Smith,
I am the manager of ‘Elders Paradise,’ an old-age home for seniors in your neighborhood.
I have complained about several occasions earlier that celebration in your banquet-hall till wee hours during weddings, birthdays and other events are causing a lot of trouble to our residents.
Since we house senior citizens many of whom have a health conditions, peace and calm are essential for them to rest. Despite sanction of Mayor’s orders in this regard in which 9 pm is stipulated as the upper limit for playing loud music, the same has been violated on many occasions in the past.
Moreover, garbage is dumped in your backyard for many days after such events which pose a serious health risk for our residents.
I request to kindly abide by the Mayor’s orders and ask your guests to refrain from playing loud music after 9 pm and also do the needful to maintain hygiene in and around your property in the future.
Thanking You,
Yours truly,
Edward
Sample Complaint Letter Email Format
Check out the email format mentioned below:
Dear Mr. Smith
This is with regard to the order no HB23123 placed by the undersigned for the company XYZ for the supply of materials on or before the mentioned date.
We bring to your notice that there has been a delay in the supply of the materials and no communication was made by your side in explanations for the reason for the delay. We view this as a serious contemptuous act and disrespect towards our organization. This lack of interest shown by your company to deliver materials on time has forced us to rethink the clauses in the deal and put more stringent conditions.
We expect you to take note of this fact and contact us at the earliest.
Kindly refer to the said note and this letter in all the future communications in this regard.
Yours,
Edward
Dear Ms/Mr. ____________(receiver’s name),
This is this to bring to your attention to the problems caused by the location of your office building and your staff to its immediate neighbor. The building is situated in a residential area and hence must comply with certain moral and social responsibilities.
Most of the garbage from your office is being thrown directly on the roads. This causes the pedestrian’s problem in walking and also leads to the blockage of pipes along the road.
There is no arrangement for parking around your office, and most of the cars belonging to your staff are parked on the road causing traffic jams. The noise level generated from your building is also very great esp. that of the generator. This is causing problems for neighbors.
This has been informed by your office earlier also, but no steps were taken. We request you to consider the matter immediately, and steps are taken in this regard, failing which we might be forced to pursue a legal course of action,
Yours,
_________
(your name)
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