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Complaint Letter Example

A complaint letter is written to voice one’s problem and have it fixed at the earliest. Complaint letter is a semi-official means of communication as compared to verbal means. The complainant pens down his/her problem, asks concerned authorities to intervene and sort out the grievance and also suggests remedies if possible. Such letter should be concise, brief and written in a polite yet stern tone to imprint one’s situation.

 

  • Start by mentioning items requisitioned for delivery for an oncoming event and specify its date if possible.
  • Mention estimated date of delivery of sample/ finished goods.
  • State reasons quoted by service provider for delay and the inconvenience it is causing you.
  • End by requesting concerned authority to intervene urgently and do needful to fulfill your commitment.

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.

 

From
__________ (your name)
__________
__________ (your address)

To
__________ (name of recipient)
__________ (designation)
__________ (name of organization)
__________ (address)
__________
__________

Date __________ (date of writing 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

__________ (your name)

 

Download Template (Doc and PDF)

Word Filepdf

Complaint Letter Example Sample, Email and Example/Format

Sample

From
Serena Wills
St Antony Public School
New Jersey.

To
Ian Smith
Branch Manager
Hallmark Retailers
Westcoast Avenue
New Jersey

10 August2013

Dear Mr. Smith,

 

In view of the oncoming school-fest on 14October2013, this school placed an order for the following costumes from your store:

  • Boys costume for sun-dance-45
  • Girls costume for  boogie-woogie dance-35
  • Gowns for School choir- 25

Your tailor had visited our school and took measurements of children on 15August2013. The sample pieces due for trials on 02September2013 have not been delivered till date. The bulk stitching is withheld pending our approval.

Your tailor has quoted reasons like about non-availability of fabric, non-availability of assistants and his own health issues for this delay. It is too late to ask parents to make their own arrangements at this stage.

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

 

Serena Wills

 

Email Format

Many of us have many complains. 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 better way and in a legal manner. A complaint letter should be precise and the exact problem should be mentioned.

 

Ref: Complain letter regarding the non working of the refrigerator

Dear Mr. Lawrence,

On 3rd April, 2010 I have 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 then 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 complaint 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,

Sincerely,

Steven Johnson

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