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Complaint Letter Example

A complain letter is written to voice one’s grievance against a product or service. The complainant furnishes details of purchase/service taken to concerned authorities in the organization he/she is complaining to and requests them to help him/her overcome the problem in hand.

  • Start by mentioning duration of business association.
  • Briefly explain the problem you are facing currently.
  • Mention authority with whom the problem has been discussed.
  • Mention realistic deadline for corrective action by the other party and state the action you intend to take if the service/commitment is not fulfilled.
  • End by requesting concerned authority to do needful urgently.

Complaint Letter Example Template

Use our free Complaint Letter Example to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.


__________ (your name)


__________ (your address)


__________ (name of recipient)

__________ (designation)

__________ (name of organization)

__________ (address)



Date __________ (date of writing letter)

Dear Sir/Madam,

I am your client for the past …(mention duration of association) and have been regular in my payments.

I wish to bring to your notice that …(mention your problem in hand). Despite reminders to …(mention concerned authority to whom the problem has been addressed to) there has been no improvement in …(mention the service/commitment you are dissatisfied with).

I will wait till…(mention duration) failing which …(mention action you intend to take) .

Please look into this matter urgently and do the needful.

Thanking You,

__________ (your name)

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Complaint Letter Example Sample, Email and Example/Format



Pamella Anderson

Berryblue Tailors

# 78, Hill View Complex



Nile Nixon


Amyway Suppliers

Downtown Street



Dear Mr. Nile,

I am a client of your agency for threads used in my tailoring unit for the past seven years and have made all my payments for the orders in advance.

I wish to bring to your notice that the quality of threads in general and silk threads in particular have deteriorated in the past few months. I have received many complaints form my customers about stitched clothes giving way due to poor-quality thread.

Despite reminders to your distributor, Mr. Louis; nothing seems to have been done about my complaints. The thread quality is still bad. I have received another consignment of similar threads again today. I am returning the goods to you through Mr. Louis along with the invoices.

I will wait only for ten days to receive good quality stock failing which I will be forced to end business with you.

Please look into this matter urgently and do the needful.

Thanking You,

Pamella Anderson

Email Format

Ms/Mr. ______________


Date: ___________

Subject: Complaint regarding delay in supply of materials

Dear Ms/Mr. ____________

This is with regard to the order no 123 placed by the under signed for the company xyz for the supply of materials on or before mentioned date.

We bring to your notice that there has been delay in supply of the materials and no communication was made by your side in explanations for the reason of 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.




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