Basically, this type of letter is written by a customer to a company whose products had been bought by them and they are not satisfied with the product. There may be many reasons for this, such as malfunctioning of the product, the dissatisfaction of the customer with the performance etc. Usually, when a person is unhappy with the product service or working, he or she writes a complaint letter. We write a complaint letter for a different type of persons i.e he may be sales executive or a retailer etc.
Some of us may try no to confront abut the product quality and service, but by completing the complaint letter format, you do not have to express your anger or come across as negative and this can be done by following some complaint letter advice. The letter should be capable of quick understanding. The letters which are professional will be considered as serious. The letter should consist some positive aspects of the product and should consist of facts about the product. The customer should explain his or her problem clearly, then he should explain what he/she wants.
Table of Contents
Tips for writing Formal Complaint Letter
- The letter should be written precisely.
- The letter can be commanding and even authoritative.
- The letter should contain the actual facts.
- The letter should be written in a professional way.
- Explain the problem caused clearly.
- Ask for immediate action.
Template for Formal Service Complaint Letter
Use our free Formal Service Complaint Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
Date: _____ (Date on Which Letter is Written)
Subject: University Acceptance Letter for Confirmed Admission
Respected _____ (Sir or Madam),
I am __________ (mention your name), working as a __________ (mention your designation). I bought a __________ (mention the product name you bought in the store) __________ (mention the number of years from when you are using it) ago, the cost of the product was __________ (mention the cost of the product). The main reason why I am writing this letter is recently I got an issue with the product. It is __________ (mention the issue). I feel very uncomfortable with product, and I think it is better to bring this to your notice so that your staff can come and take the product for repair.
I bought the product for its good reviews but I am not satisfied with its service. So I kindly request you send a person for taking the product to an examination center for a quality check. I hope to not face this situation again, not only for me but for also those who buy the same product. Hoping a quick action and positive reply from you.
Name and Signature.
221b Baker Street,
The Lenovo Company,
I am Murali from Hyderabad, I am working as an Assistant Software engineer in TCS. With my first month salary, I bought Lenovo phab2 plus, the cost of the mobile is 14,999. While using the mobile for the first week, the performance, UI everything was good. After one week of purchase, I got a notification on the mobile stating that “System Upgrade is available,” after seeing that notification I updated my mobile through WiFi which is available at my office premises. It took nearly one hour for the update process, after that the mobile got rebooted and new system features were available on the mobile. As I am fond of playing games in the mobile during lunch hour, I opened Asphalt game in the mobile and I played for one hour, after that, I carried on with my work. After office, I went home and operated my mobile. To my surprise, the display of the mobile was not working. Then I restarted my mobile, now the mobile has gone into the boot loop and it is continuously switching on and off.
I didn’t even drop my mobile. It has been just one week and suddenly I got this huge problem. When a customer buys a mobile with such high rate he will expect minimum one-year perfect condition. This is not at all fair, send your guy and take the mobile for further process. As you mentioned one year warranty I will not pay a single penny for the repair. Hoping a quick and positive reply from you.
The following is the Email Format that should be followed while writing a Formal Service Complaint Letter.
Subject: Formal Service Complaint Letter.
Respected Mr./Ms/Mrs.______(Name of the recipient)
I am ______ ( mention your name). I wish to complain about ____ (name of product or service, with the serial number or account number) that I purchased on ____ (date and location of the transaction).
I am complaining because of ____ (the reason you are dissatisfied). I want you to resolve this problem ____ (what you want the business to do).
When I first faced this problem, I contacted ____ (name of the person, date of the call) at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because of ____ (the reason you feel the company has an obligation to you).
I will wait for one week to hear from you about this problem solution. If I do not hear from you within ____ days I will file a complaint with the appropriate consumer agencies and consider my legal alternatives. I am enclosing copies of my receipt. You can contact me at the above address and phone number. You can mail me at email@example.com (mention your mail id). Hoping a quick and positive reply from you.
(Name of the sender)