A complaint letter is written to voice one’s problem and get it fixed at the earliest. The complaint letter is a semi-official means of communication as compared to verbal means. The complainant pens a problem and requests the concerned authorities to intervene and sort out the grievance and also suggests remedies if possible. Many of us have complaints and we always want them to be solved as early as possible.
A complaint can be made over the phone or by writing a letter. A letter of complaint imprints your situation in a better way and in a legal manner. A complaint letter should be precise and the exact problem should be mentioned. Such letter should be concise, brief and written in a polite yet stern tone to imprint one’s situation.It can be written to a business firm or to the management.
Tips To Write A Complaint Letter
- Start by mentioning the items requisitioned for delivery for an oncoming event and specify its date if possible.
- Mention the estimated date of delivery of sample/ finished goods.
- State reasons quoted by the service provider for the delay and the inconvenience it is causing to you.
- End by requesting concerned authority to intervene urgently and do the needful to fulfill your commitment.
Template
Use our free Complaint Letter Example to help you get started.
From,
__________
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Complaint Letter
Dear _____Sir/Madam,
In view of ………….…..(mention oncoming event) on ………………..(specify date), an order for ….(mention items requisitioned for delivery) was placed. Sample pieces due for trials on ………………….(mention estimated date of delivery) have not been delivered till date.………………..(specify reasons quoted by service provider for delay and the problem it is posing to you).
Repeated attempts to your office by my staff have gone unanswered. I request you to intervene urgently and do the needful or make alternate arrangements to complete the task ………………………(mention if any advance of payment has been made).
Thanking You,
Yours Sincerely,
______(Name and Signature)
Sample Letter
From,
Serena Wills
St Antony Public School
New Jersey.
August 12, 2013.
To,
Ian Smith
Branch Manager
Hallmark Retailers
New Jersey
Subject: Complaint Letter
Dear Mr. Smith,
Given the oncoming school-fest on 14 October 2013, our school placed an order for the following costumes from your store:
Boys costume for sundance-45
Girls costume for boogie-woogie dance-35
Gowns for School choir- 25
Your tailor had visited our school and taken measurements of children on 15 August 2013. The sample pieces due for trial on 02 September 2013 have not been delivered till date. The bulk stitching is withheld pending our approval.
Your tailor has quoted reasons like non-availability of fabric, non-availability of assistants and his health issues for this delay. It is too late to ask parents to make their arrangements at this stage. This is quite a predicament that we are stuck in, and you are our only way out of this mess.
Repeated calls to your office by my staff and attempts to contact your tailor have not been answered. I request you to intervene urgently and instruct your tailor or make alternate arrangements to complete the task for which advance payment has already been made.
Thanking You,
Yours Sincerely
Serena Wills.
Email Format
The following is the Email Format to be followed for a Complaint Letter.
To: name@email.com
From: name@email.com
SUBJECT: Complaint letter regarding the nonworking of the refrigerator.
Dear Mr./Ms/Mrs.______(Name of the recipient)
On 3rd April 2010, I had purchased a refrigerator from your showroom. Its model no. is 185665 and bill no. is 1032. After installation, it was working fine for a week, but now its cooling system has broken down.
I first made a verbal complaint about the issue, but no action was taken for about a week. Then again I complained about the problem and one of your engineers came and did the inspection. He advised me to change the complete set as there was some technical problem with the cooling system which could not be fixed permanently.
Therefore, I request you to kindly change the refrigerator as it is still in the warranty period. I am enclosing the copy of the bill and other documents for your reference and hope that my request will be entertained very soon.
Thanking You,
Yours Sincerely,
(Name of the sender)
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