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 same with a representative.
If you haven’t sent any complaint letter in the past and this is your first time, then check out the tips and sample letter below drafting a complaint letter.
Table of Contents
Business Complaint Letter Writing Tips
- Start by specifying the product purchased or service availed from the organization in question. Mention about payments made if any and support with the document.
- Briefly, explain how you have been inconvenienced/ dissatisfied by the service of the organization.
- Ask the concerned staff to intervene and resolve your problem.
- End by stating that you will move external agencies for justice if your requests go unheeded.
Business Complaint Letter Template
Use our free Business Complaint Letter to help you get started.
__________ (your name)
__________ (your address)
Date: _________ (date f writing letter)
__________ (name of recipient)
__________ (name and address of organization)
Subject: Complaint letter
Dear Mr/Mrs. __________ (name of recipient),
I had availed ………………….(specify if you purchased a product or service from the organization and mention clearly about payments made if any).
……………………… (briefly, explain the cause for your inconvenience/dissatisfaction ) I have suffered immense mental and physical strain.
I need the concerned authority to intervene immediately and sort out this issue. Not only do I want demurrages for ………………….(mention the cause), but a suitable compensation for ………………… failing which I will have to move the consumer court for justice.
Please expedite and resolve my problem at the earliest.
__________ (your name)
Business Complaint Letter Sample
Here is a sample of a Business Complaint Letter.
45, Eastern Towers,
Shell Packers and Movers,
Subject: Complaint letter
Dear Mr. Silverstone,
I had availed Packing and Moving Services from your company for my household goods from Capetown to Cleveland by road on DD/MM/YYYY. I made a payment in advance of $1,200, a copy of which is attached.
The delivery date for my goods was DD/MM/YYYY, but the same was completed on DD/MM/YYYY; a delay of twelve days. I had to rent essential items for this interim period and endured unexpected financial expenditure. I have suffered immense mental and physical strain.
Instead of an apology from your representative; I was asked to make the remaining payment of $550 without which he refused to offload my goods.
I need your office to intervene immediately and sort out this issue. Not only do I want demurrages for the delayed delivery, but a suitable compensation for the inconvenience faced in these twelve days failing which I will have to move the consumer court for justice.
Flat no:425, Madhu Residency,
Geetha Singh Street,
I am Kumar working as a assistant software engineer at TCS. I recently bought a 1001 liters door in door LG refrigerator from your store on 2/32016. The details of the product are: model GR-D35FBGHL, price 334990, multi digital sensor and french door. The reason for writing this letter is that the refrigerator is taking too much time to cool the water. As mentioned in the manual it should take 3o minutes to cool the ingredients in the refrigerator but compared to that the time taken is nearly three times more. I am very unhappy with the product. I expected this situation.
Hence, I am writing this letter as this is the summer season and a refrigerator is a compulsory thing in the house. So I recommend you send the concerned staff to the above address to rectify the problem. As I have warranty on the product I think there is no need for me to bare the expenses. It is better if you send the person within this week. If you have any queries regarding this matter meet me at the above address or call me at 8523697412. Hope you would rectify the issue in this week otherwise I would try to take a legal action against your store.
Business Complaint Letter Email Format
Given below is a sample of Email format of Business Complaint Letter
Dear Mr./Ms/Mrs.______(Name of the recipient),
My name is __________ (mention your name), I bought __________(mention the name of the product) product from your organization on __________ (mention the date when you bought the product). The main reason to write this letter is that I am facing a problem with the product. The problem is ____________________(mention the problem clearly). I am very disappointed with the product performance.
Hence, I am writing this letter to get your attention to rectify my problem. As the product has warranty I think there is no need for me to pay the expenses for the product repair. It is better if you send the concerned staff as soon as possible to the above address to repair the product or to take the product for repair. Hope there will be a quick action on this report; otherwise, I will go to the consumer court. If you have any doubts regarding this, contact me at the above address or call me at __________(give your mobile number).
(Name of the Sender).