Letters – Free Sample Letters

A complaint letter in general used to report anything that works in a wrong way. For example, you may buy a product from a good dealer, but it may malfunction on the first day of its use and you can use the complaint letter to inform the dealer about this and also to claim for a refund or repair service if you have warranty. Check the template below.

Template:

Receivers name.

Receivers designation.

Company details.

Date.

Dear Mr./Mrs. Name,

I am Madan writing from the state of Michigan. Yesterday I bought a electronic gadget from you shop with a warranty of one year. Unfortunately, the electronic gadget is not working good anymore and it spoiled my another electronic gadget coupled to it.

Since, you have a big and reputed dealer ship with good customer service, I request you to repair my malfunctioned gadget or to replace the product under warranty. Details about receipts and warranty card is enclosed with this letter.

Kindly make this service as soon as possible, so that there is no need for me to approach a solicitor or consumer group.

Thanking you,

Yours sincerely,

Signature,

Name.

This letter is from an irate customer, who had purchased a particular model of a watch but on reaching home finds a different one from what he had chosen. Such types of letters should contain precise information about the product and nature of the complaint.

Here is a sample customer complaint letter:

From:

Jonathan Price

27^th lane,

House #8,

Park Avenue,

Vancouver,

Canada

To:

The Branch Manager

Tiscot Showroom,

Maple Avenue,

Vancouver,

Canada

21^st June 2010

Dear Sir,

On the 20^th of June i.e. yesterday I had visited the showroom with my fiancée. We had gone through the vast and lovely collection of watches there. We were attended by Mr. Samuel. After looking at the collection, we had selected a model as a gift, for my fiancée. We paid for it and asked to pack the selected watch.

Imagine our horror and surprise when we opened the packet at home and found an entirely different make and model watch from the one that we had selected. Beside this watch is of inferior quality costing less than the chosen one.

I have retained the cash receipt of the watch purchased. The amount that we paid was for the watch that we had selected. I request you to kindly look into the matter. I shall be visiting the showroom tomorrow.

Thanking you,

Yours truly,

Jonathan Price

At many times there are complaints that need to be put in writing. Complaint letters are an effective way of expressing your dissatisfaction with a product or service. They give a clear picture of your problem. While writing a complaint letter always remember to include all the details of transaction in the letter. Describe your problem in detail and the step that you have taken from your side to resolve it. Don’t forget to thank the reader in the end as it will give him an impression of request and appreciation.

Here is a sample tenant complaint letter:

From:

Pearson Brown
199 Eighth Avenue,
19^th Street, Jericho,
New York

To:

Mr. Todd Anderson
198 Eighth Avenue,
19^th Street, Jericho,
New York

25^th June, 2010

Ref: Complaint regarding allowances.

Dear Mr. Anderson,

It is two years since we occupied your house and we are paying our rent regularly. Before renting out the house you had agreed to carry out the necessary repairs in the house and also agreed that the half yearly maintenance will also be carried by you. As per the agreement the rent we are paying includes the allowance for the maintenance and repairs.

Instead of this since you have rented the house I am carrying out the maintenance and repair at my own cost. I have already informed you about this and now I request you to reduce the rent. I am enclosing the bill of repair and maintenance with this letter and hoping that my request will be entertained soon.

Thank You,

Sincerely,
Pearson Brown

Ms/Mrs.________________

Address_________________

Date _________________

Subject: Complain regarding behavior

Dear Mr. /Mrs.

This is to inform you that performance in the company and behavior towards employee is not of the standard as expected from you. There are many complain regarding your behavior and attitude towards other persons in our department.

There are continuous reports of your misbehavior with your subordinates. Your performance is not as expected and demanded as reflected in your report performance card. You have not met many deadlines and are running behind schedule in many projects.

The discipline committee has viewed the matter seriously and you are warned in this regard. If further improvements are not noticed in you, you may have to face severe repercussion ranging from depromotion to expulsion

You are respectfully warned and informed in this regard.

Yours,

________________

A little laxity on part of a particular company may not only lead to short tempers but may sometimes result in legal wrangles also. It becomes very difficult to manage these frayed tempers of irate clients. Business complaint letter is one such letter, where a client complains about the reluctant way of work.

Here is a sample business complaint letter:

From:

Peter Cage

Royal Paradise Hotel,

Elms Street,

Avenue Road,

New York

To:

Mr. Symonds Grace

Director,

Crystal Building and Construction Company,

New York

18^th June, 2010

Ref: Complaint regarding the work carried out

Dear Mr. Grace,

Kindly refer to my letter dated 26^th April 2010. I had sent a written complaint that the renovation work carried out in my hotel has not been finished in the stipulated period. The work in the kitchens has not been done according to the specification that was given. The work in the suites too has not been finished yet.

It has been causing me great worry and trouble as I have already fixed the date of the inauguration ceremony and the invitations have been sent. 80% of the bookings for the rooms have already been done. The date was fixed after I got the assurance that the work will be completed in the given time.

In my previous letter, I had already brought this in your notice that still some amount of work is left. I was again promised that the work will be finished in the given time but it was not so.

I am, therefore, bringing in your notice that if the renovation is not complete in the stipulated period I will have to face a lot of hassles in postponing the inauguration date and also suffer losses as I will also have to cancel the bookings. I hope that necessary steps will be taken to complete the work.

Thanking You,

Yours sincerely,

Peter Cage

Manager

Ms/Mr. ______________

Address

Date: ___________

Subject: Complain regarding deduction of money

To,

Dear Ms/Mr. ____________

I wish to bring to your attention that Rs 30000 has been deduced from my account on ___________ (date). It came to my notice when I checked my account balance on the following day. It was unprecedented to see Rs 30000 missing from my account when I have made no transactions and have not withdrawn the money.

The details are as follows:

Bank account no:

Branch:

Date of deduction of money:

Transaction no:

I was not given any notification of the withdrawl of the money either on the email or on the sms. I request you to look in the matter as early as possible and return and refund the money to me.

Yours

Name

Ms/Mr. ______________

Address

Date: ___________

Subject: Complain about the manhandling by the authorities

To,

Dear Ms/Mr. ____________

I will like to bring to your attention the bad behavior of the authorities at the exam center _____________ (name of the exam center) on ___________(date).

Some examinees complained about the poor facilities and alleged cheating frauds going on in the center. Authorities got angered and irritated when they were complained about this. But instead of looking into matter they started flipping the candidates who have come to give the exams. The manhandled many candidates and started frisking them. They also abused many of them. Even when threatened of the police action they hardly seem to be affected by that.

We wish that you look into the matters as soon as possible and punish those responsible for that.

We hope that you will take the matter seriously and those suffered will be brought to justice.

Thank you

Name

It is a traumatic experience when you buy expensive electronic equipment and it breaks down within a short span of time. It is equally harassing if the company from where you have bought the item refuses to replace it or simply keeps making excuses instead of solving the issue. Timely legal help sought at this juncture ensures that one gets justice. A letter to consumer court is then a better way to complaint against the issue.

Here is a sample consumer complaint letter:

From:

George Jacob

Kingston apartments,

Boston

To:

The President

The Consumer Redressal Forum,

City Courts,

Boston

U.S.A

24^th May, 2010

Dear Sir,

I am a resident of Boston city. On 25^th April, 2010 I bought a laptop with serial no. 36729 from Messer Bright and Jonson electronics for $700. The company gave a 1 year warranty and 6 months money back guaranty. I was told that in case of any trouble with the piece all my money will be given back to me with immediate effect or if I wish I can choose another model.

After all these clauses I have purchased the laptop but since the very first day it was troublesome for me. The processor was very slow and it was taking a lot of time even in a smallest action of copy pasting. Not only this but the hard disk also crashed and all my important data were lost.

I complaint for it and even my repeated requests for a replacement have fallen on deaf ears. I had written half a dozen letters to the Manager of the firm. All that I got was a reassurance from them that they are looking into the matter. I have been running from pillar to post for last 8 days.

And now I am tired of it, therefore request you to kindly accept my complaint letter and file a case against the above mentioned firm. I am enclosing all the necessary documents like the cash memo, the guarantee card and the various letters that I had written to the firms Manager, along with their replies.

I am looking for a favorable response.

Thank You,

Sincerely,

George Jacob

A complaint letter should be precise, mentioning the nature of the grievance. When you are writing a complaint letter give a clear account of your problem and ask politely to take an action for it.

Here is a sample complaint letter to bank:

From:

Robert Stevenson

Mayfield Appt #20,

California

To:

Mr. Mark Rich,

Manager,

The Urban Cooperative Society Bank,

Elms Street,

California

21^st May, 2010

Ref: Complaint letter

Dear Sir,

I would like to bring it to your notice that I have opened an account of mine on the 5^th of this month in your bank. Your staff has informed me that I shall get my bank ID, my passbook and cheque book within 2 days. Besides I was promised that I shall also get my ATM card along with them. But with regret I would like to inform you that I have, till date received none of the above.

Since I have shifted here from Chicago a few weeks back, I am finding it difficult to survive without my cheque book and ATM card. I hope you can understand without the bank account how difficult it is for someone to maintain the things in a new city. I need to pay my bills and have to purchase a lot of things for my house but unless I do not have a cheque book here, I can’t do anything.

Thus I request you to kindly look into the matter and issue me all the above mentioned documents and card. My account number is 160925.

I hope you will entertain my problem on prior basis.

Thanking you,

Sincerely,

Robert Stevenson

It is a great trouble for the tenants in the rainy season if the apartment that they have rented develops any water logging or leakage problem. A tenant cannot undertake any repair work on his own behalf and thus has to inform the landlord of the existing problem and requesting him to undertake the necessary repairs. A complaint letter then informs the landlord what sorts of problems are being faced by the tenants.

Here is a sample complaint letter to the landlord:

From:

Marcy Dupont

Maple building,

Flat #7,

5^th street,

New Orleans

To:

Mr. Charles Stuart

Maple Appt,

Lords Avenue,

New Orleans

21^st May, 2010

Ref: Complaint letter

Dear Mr. Stuart,

I am writing to inform you that due to heavy rains in our city, for the past several days, there has been a problem of water seepage in our building.

Large quantity of water has collected on the terrace. As a result of which the water has seeped through the ceilings of Flats #7, 8, 9. Due to the seepage the wall and the ceiling plaster is being damaged .The seepage is further damaging the wallpaper and the woodwork also.

If the problem is not dealt timely then it can lead to extensive damage in all the flats. So I on behalf of all the tenants request you to look into the problem and do the needful as soon as possible.

Thanking you,

Yours truly,

Marcy