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 service. This type of letter is usually written with the expectation that corrective action will be taken.
It is preferred that you type the letter, if possible. Make it brief and to the point and state precisely what you want to be done about the problem and how long you are willing to wait to get it resolved. Include all documents regarding your issue. The dissatisfaction is higher when the customer has already made payment in advance, and his/her request for refund/replacement or repair is not heard by the organization. Use the following tips, example, and sample letter of complaint about wrong product, defective product, or poor service from a company.
Table of Contents
Product Complaint Letter Writing Tips
- Start by mentioning item purchased with specifications, date of purchase, and warranty.
- Briefly explain the problem faced with the new piece.
- Mention if the problem is persistent.
- End by requesting concerned authority to either repair the piece suitably or replace it if you are dissatisfied with repairs undertaken since it is on warranty.
Product Complaint Letter Template
Sometimes newly purchased products become defective within a short span of its life. We are required to file a complaint to the manufacturers regarding the faulty product. Use our free Product Complaint Letter to help you get started. If you need additional help or more examples, check out some of the sample letters below.
__________ (your name)
__________ (your address)
__________ (name of recipient)
__________ (name of organization)
Date __________ (date of writing letter)
I purchased a ….(mention item with specifications) from your store on …(mention date) . The piece is on …. warranty (mention duration) .
It was delivered on …(mention delivery date, if any), and your representative familiarized me with its operation.
On …(mention date), …(briefly explain the problem faced with the piece and repairs undertaken if any).
Since the piece is on warranty …, I request you to kindly …(mention how you want concerned authority to assist you). I am enclosing a copy of …(mention documents you are enclosing along with the letter). I am hoping for immediate action taken regarding this issue.
__________ (your name)
346, Palm Street
12 September 2013
Dear Mr. Jonathan,
I purchased a 390 Ltr capacity Stellite Refrigerator from your store on 10th August 2013 for $5000. The piece is on a two-year warranty. It was delivered to my residence on 11th August 2013, and your representative familiarized me with its settings and operations.
On 03rd September 2013, water started dripping from the fridge continuously. Your technician came home, undertook repairs and guaranteed no further trouble, but the problem resumed a week later. Despite repeated rehabilitation, the problem persists.
I have tried reaching your service-staff for the past two days with no response. I am not satisfied with the repairs undertaken. Since the piece is on warranty and the problem is persistent, I request you to replace it with a fully-serviceable one at the earliest kindly.
I am enclosing a copy of the purchase-receipt and service-card for the repairs undertaken so far.
The complaint letter formalizes a problem situation by putting it into writing and is usually the last resort to try to get a situation resolved. An effective complaint letter should be concise so that it can be understood quickly. They should also sound a little authoritative, be well written, and professionally presented. Below is an email sample of the same.
Subject: Requesting replacement of microwave
This is about the microwave I purchased from your store on 5th April 2017. The day the microwave was installed, it was in working condition, and your customer service person demonstrated well.
The next day I kept a glass of water to heat, but it was as cold as I kept it. I thought maybe I was not pressing the right button and called my neighbor who uses it for the past three years. She also tried heating the water, but it didn’t work. So I called your service center and got it checked with the technician, and he checked thoroughly and specified a defect in the product. He assured me that it would be repaired in two days’ time.
Well, I am writing to a complaint that I am not interested in getting my product repaired instead since it is a defective piece I demand a new working piece in replacement. I have been your customer for the past one year and have always purchased most of my electrical items from your store. I believe you will look into the matter and help me get another new piece.
I am disappointed in the way everything was handled. First, the technician doesn’t turn up on the specified date, and when I call your repair center, nobody seems to understand the problem. It’s been almost a month, and I am not able to use the microwave.
I hope you will take the necessary action.
Waiting for your early reply.