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Complaint Letter

What is a Complaint Letter?

You feel like complaining when you do not receive the things as per your desire. In businesses, people prefer to write a complaint letter when they feel disconnected towards a particular product or a company. Some of the people are afraid to write a complaint letter because they don’t feel good to be argumentative. Understand, that in such a letter you don’t have to express your anger or show any kind of negativity. The complaint letter is a request for an adjustment and so write it accordingly. In this letter, you can describe mistakes, errors or any kind of damage that you have faced in the past.

Today, businesses are expanding overseas to a greater extent. Hence, unintentional mistakes are bound to happen and so you must know the right way to deal with it. As a buyer, if you are suffering from the bad quality of services or any kind of financial loss, then you have the right to complaint. The complaint letter is written in such a scenario to the serve the purpose of complaint. It is important for you to make use of the polite tone while writing a complaint letter.

Things to Include in Your Complaint Letter!

When it comes to the complaint letter, here are the few things that you need to include:

  • First, it is important for you to describe your problem appropriately.
  • Once you are done with describing your problem, your next step will be to state the outcome that you are expecting out of the complaint letter.
  • It is important for you to include dates related to purchases of goods or services.
  • You should also include the date when the problem occurred.
  • Describe, if any kind of action you have taken from your side to fix the problem.
  • Describe the actions that you may take if the problem is not resolved.
  • State the time by which you want the concerned authorities to revert back to you.
  • If required, you can attach the supporting documents.

Few Causes of Drafting a Complaint Letter

Here are the few causes of drafting a complaint letter:

Goods not delivered properly

There can be many problems related to the delivered goods like they are defective, underweight, old-fashioned, unfinished etc. Buyer can claim to the seller, only when the delivered goods are not up to the mark or the wrong package has been delivered to you.

Wrong pricing details

Sometimes seller can make a mistake in preparing an invoice for the shipped goods. You can complain about the same by writing a complaint letter.

Improper packaging

Faulty product or improper packaging of the product can give you the reason to write a complaint letter.

Violation of terms and conditions

If the seller has violated any kind of terms and conditions, then you can get the valid reason to write such a letter.

Problem with insurance coverage

When it comes to insurance coverage, if it is not made as per your instructions then you can consider writing such a letter.

Whatever may be the reason for writing such a letter, but it is important for you to make use of decent and polite tone.

Different Reasons When Buyer Makes Complaint Against Seller

  • Sending defective goods to you
  • Delivering wrong products
  • Delaying your consignment
  • Delivering damaged products
  • Sending wrong parcel to you
  • Mistake with the delivered quantity of goods
  • Unsatisfying services
  • Wrong goods delivered at wrong place
  • Improper behaviour of the staff members or salesperson
  • Defective packaging that leads to damage of goods
  • Billing mistake
  • Dispatching wrong product in terms of colour, pattern, brand etc.

Features of Good Complaint Letter

What is the good complaint letter? The good complaint letter is the one that does not show any kind of confrontation or aggression. However bad you may feel, but it is important to maintain good tone while writing such a letter. Here are the features of good complaint letter:

  • It is important for your complaint letter to be concise. Writing the letter in a concise manner can make it easy for the reader to understand your motive behind writing a letter.
  • The confidently and convincingly written letter can have more credibility. Such professionally presented letter are taken more seriously.
  • Write a realistic letter by adding details related to products or services. You can also add details related to the dates, requirements etc. Adding realistic information in your letter can make it easy for the recipient to resolve your complaint.
  • Your letter should be constructive so that it can encourage the reader to take the required action. For this, it is important for you to add positive statements in your letter.
  • You need to write such a letter in a friendly manner and this is possible by using cooperative and complimentary tone.

Two Types of the Complaints Letter

There are many types of complaint letters written in the business world but mainly these are divided in to two categories. These two categories are:

  • Routine complaint letter
  • Persuasive complaint letter

If there is any kind of routine mistake done by the seller, then you can write the complaint letter which falls in the routine category. The routine mistakes are those which can be quickly rectified in short time span. For instance, if the quoted amount for a particular product is $30 but the amount charged by the supplier is $35, then such mistakes can be easily rectified.

The complaints which fall in the persuasive category are difficult to justify. The related seller may or may not pay attention to this kind of complaints. For instance, you ordered a particular product for $30 but after placing an order you saw that the price has been reduced to $25. When you bring this to the notice of seller by writing a complaint letter, then the seller may or may not pay attention to it.

Complaint Letter Template

  • Your name
  • Your address
  • Email address and phone number
  • Proper salutation like, “Dear Manager”
  • Add proper subject line and date
  • In the first paragraph, state your problem and add location as well as date
  • In the next paragraph, explain key details related to the problems
  • Inform about the enclosed documents
  • State details related to the steps needed to be taken to fix the problems
  • Close the letter with proper salutation

Sample Complaint Letter

Last Updated On May 14, 2020 By Letter Writing Leave a Comment

A Complaint letter is written to voice one’s problem and have it fixed at the earliest. The complaint letter is a better and more formal means of communication as compared to verbal means. The complainant pens down his/her problem in order to ask the authorities to intervene and sort out the grievance and also suggests […]

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A business complaint letter is written to convey dissatisfaction experienced due to poor service or product performance by a customer to the service provider/ seller. The complaint letter is usually written after repeated verbal requests go unheeded. When you are facing a problem, before shooting a complaint email, it is better for you to discuss the […]

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A complaint letter to the boss is written by an angry employee to express his/her disgruntlement concerning specific incidents/situations in the office. There can be many reasons for such cases, and the employee has the right to express his/her grievance against a colleague/situation and seek clarification/action for the same. Since this letter is usually addressed […]

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A police complaint letter is written to request for legal action or an adjustment following a particular event or situation. This letter may also be written to complain about lost items, assault, or disturbance of any kind.  Such a letter is written by an individual or company who wish to report something. It is addressed […]

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Last Updated On March 3, 2020 By Letter Writing Leave a Comment

A bank complaint letter is written when the customer of a bank is having problems with his/her account or has identified a problem with the services of the bank. A bank’s customer has a right to bring to the attention of the bank’s authority any problems that arise.  It is written by a person who […]

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Due to errors in transactions, cases of fraud or technical problems with the banking systems, irregularities may be recognized by a bank account user. There could also be unauthorized access to the bank and one should report immediately this is noticed. Under such circumstances, a person who owns the account writes a complaint letter regarding […]

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A complaint is an issue that is being communicated by the person who bears the consequence because of that issue, to the person who is responsible for it. Since every company now focuses on customer relationship management, most of the time, almost always, these complaints by the customers are resolved. Complaints, though are negative but […]

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A restaurant complaint letter is written by a customer who is unhappy with their service for various reasons including dissatisfaction with the service offered by the restaurant, quality/taste of food served or to complain against hygiene/ cleanliness maintained in and around the restaurant area and so on. The complainant can forward a copy of this […]

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Last Updated On January 6, 2020 By Letter Writing Leave a Comment

A product consumer complaint letter is written by an angry customer to the concerned authority in an organization to inform them about the poor performance of a product or to complain about the delivery of the defective/damaged good. A consumer writes a product complaint letter to a manufacturer or retailer regarding a problem with a product or […]

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Complaint Letter About Harassment

Last Updated On December 25, 2019 By Letter Writing Leave a Comment

A complain letter about harassment can be written by an employee against a colleague or superior to the concerned authority by producing ample proof for the same since it is the reputation of another employee in question. As far as possible, forward a copy of this letter to HR -department as proof of communiqué for […]

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