Always try to solve an issue with business before asking for someone’s help. You can do this by speaking directly with the salesperson or manager or if this fails, by writing a complaint letter or email. A formal complaint letter is one of the means of communication to the concerned authorities and voice your issues. The complaint can be about the issues faced after buying a new product, taking service from an organization and so on. It can also include grievance against another individual or certain circumstance in workplace, home-front and so on. The content should be brief and precise, and the tone of the letter should be formal and polite.
While writing a complaint letter always remember to include all the details of the transaction in the letter. Describe your problem in detail and the step that you have taken from your side to resolve it. Make certain that you keep your complaint focused. It is completely understandable that you may be angry or frustrated but express your thoughts calmly.
Use the following samples and useful tips to write a formal letter of complaint either for bad service, against an employee, or about a bad product.
Formal Complaint Letter Writing Tips
- Start by mentioning item/service requested. Mention new item’s specifications, the location of the store from where it was procured, date of purchase the goods or services and warranty.
- Mention defect/damage noticed on the delivery of new item or dissatisfaction in service provided.
- Mention if you are returning the defective/damaged item to the showroom along with a copy of warranty card and payment receipt.
- End by requesting concerned authority of the company to replace/repair the item or render proper service and oblige.
- Ask for a response within a reasonable time
Formal Complaint Letter Template
Use our free Formal Complaint Letter to help you get started.
From,
__________ (your name)
__________
__________ (your address)
Date __________ (date of writing letter)
To,
__________ (name of recipient)
__________ (designation)
__________ (name of organization)
__________ (address)
__________
__________
Subject: Formal Complaint Letter
Dear Sir/Madam,
I had purchased a ….(mention item with specifications) from your store in …(mention location) on ….(specify date) with a …. (mention warranty period) warranty. I made a payment of ….(mention payment made) through ….. On opening the packed piece on delivery, I noticed that …(mention damage/defect noticed in new piece)
I have tried fixing the problem after reading the complete manual of the product. Yet, the problem is no resolved. Henceforth, I am returning the piece to your showroom along with a copy of ….(mention copy of documents you are enclosing with the defective/damaged piece).I’ve always found your products to be excellent.I’d be grateful if you could send a replacement and refund my postage (state amount).I really appreciate your help.
I request your office to …(mention how you want the concerned authority of the company to help you) and oblige.
Thanking You,
Yours Truly,
__________ (your name)
Sample Letter
From,
Jake Jason,
#45, Shangrila Apartment,
CA.
Date:12 September 2013
To,
Ian Smith,
Manager,
My-Choice Stores,
Camac Street,
CA.
Dear Mr. Smith,
I had purchased a Samsonite food processor, model number- 4588 from your store in Camac Street on 12 March 2013 with a two-year warranty. I made a payment of $210 by cash. On opening the packed piece on delivery, I noticed that the mincing blade was damaged. Also, the lid of the dry-grinder was slightly cracked. As I use a food processor on a daily basis, this is very unsatisfactory to experience.
The piece was unpacked and assembled by your representative. I am disappointed because the service was not performed correctly. I am returning the same along with a copy of the warranty card and payment receipt to your showroom. Since the food processor was unused and is under warranty, I request you to kindly dispatch a fully-serviceable replacement at the earliest to my residential address and oblige.
I would like to have this problem fixed quickly, please. If I do not hear from you within ten days, I will lodge a formal complaint with Consumer Affairs in my state. I look forward to your reply and also a resolution to my problem and will wait.
Thanking You,
Yours Truly,
Mark Robinson
Email Format
The following is the Email Format that should be followed while writing a Formal Complaint Letter.
To: name@email.com
From: name@email.com
SUBJECT: Complaint Letter
Dear Sir/Madam,
I had purchased a ….(mention item with specifications) from your store in …(mention location) on ….(specify date) with a …. (mention warranty period) warranty. I made a payment of ….(mention payment made) through ….. On opening the packed piece on delivery, I noticed that …(mention damage/defect noticed in a new piece)
I have tried fixing the problem after reading the complete manual of the product. The problem is no resolved. Henceforth, I am returning the piece to your showroom along with a copy of ….(mention copy of documents you are enclosing with the defective/damaged piece). I’ve always found your products to be excellent.I’d be grateful if you could send a replacement and refund my postage (state amount). I appreciate your help.
I request your office to …(mention how you want the concerned authority of the company to help you) and oblige.
Thanking You,
Yours Truly,
__________ (your name)
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