A Complaint Letter is written to lodge a formal complaint to the concerned authority about shortcomings in a particular service/ product or improper functioning as compared to that claimed by the provider/ manufacturer. A complaint points out the errors in certain products that customers buy, and it’s a way to talk to the retailer formally. To demand something in return for a faulty product is a customer right, it’s essential that the company listens to the customer’s plea.
A customer can claim a refund/ free repair from the concerned authorities especially if the product is under warranty. The complainant should preferably mention the docket or invoice number if the complaint has been lodged earlier for reference of concerned authorities in the company. Here are a sample, template and useful tips that will guide you to write a complaint letter for any reason like poor service, bad product, etc. Such letters are important to make sure that the customer is never cheated.
Table of Contents
Complaint Letter Writing Tips
- Start by mentioning an item which is not good and its warranty period. Mention date of purchase and location of the store from where it was purchased.
- Mention that you are enclosing relevant details of the item including the broken piece.
- End by requesting company’s office to replace the faulty item in good time and mention your mailing address.
- Make sure to not make any grammatical errors.
Complaint Letter Template
Use our free Complaint Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
__________ (name of recipient)
__________(designation of recipient)
__________ (name and address of company)
Date __________ (date of writing letter)
Dear Mr/ Mrs/__________ (recipient’s name),
A …. (mention item and its warranty period) which I purchased from your store …. (name the store and address) on ….(mention date of purchase) has become unserviceable within….(mention time lapse) of its purchase.
I am enclosing herewith all relevant details including ….(mention proof of purchase you are enclosing) and the defective …(mention item).
I request your office to process my application and replace my faulty item with a new piece at the earliest and oblige. Please forward the courier to my mailing address … (mention postal address)
__________ (your name)
Customer Care Supervisor
12 September 2013
Dear Mr. Davidson,
A Nomia 3010 mobile handset with a warranty of one year that I purchased from your store in Windsor Avenue on 10 September 2013 has gone unserviceable within a week of its purchase.
Since the service-staff from the store have certified that the piece is beyond economical repair and endorsed the same on the warranty card, I request you to replace the unserviceable set with a new one. I am enclosing herewith all relevant details about my purchase including copies of the receipt; warranty card and the defective handset as well.
I request your office to process my application and replace the faulty handset with a new piece at the earliest and oblige. Please forward the courier to my postal address as stated in the warranty card.
Following is an email format for the letter.
Subject: Defective washing machine
Dear Ms./Mr. ___________,
I had picked up a Washing Machine model _________ vide your Invoice number _________ dated _____________ from your ___________ (branch from where picked up).
When I ran the machine for the first time, I found that its water suction pipe was leaking. I would like you to please send your service staff member to take a look at the problem.
Please treat this matter as urgent and may I request you to please issue a Complaint Number to me to use it for all my follow up calls.
Thanking you in anticipation and look forward to a quick repair.
Signature and name of the complainant