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I regret reading Miguel Macias’s essay about his own regret of being a father to an 18-month-old. As a 44-year-old father of three young kids, I have no patience for his self-pity about his loss of personal time and freedom that every parent in the history of civilization has experienced.

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WTO / Letters and Emails / Demand / Formal Complaint Letter: How to Write (6 Examples)

Formal Complaint Letter: How to Write (6 Examples)

Service failure occurs now and then when you buy products or use the services of a business or government. Usually, when it happens, service failure can cause many problems for you. It is when you write a formal complaint letter .

A formal complaint letter is a letter that you write to express your dissatisfaction regarding such service failure.

The letter typically addresses any form of resentment that might arise from service failure due to buying a product or service. By writing a formal letter of complaint, you express your dissatisfaction and concerns directly to concerned authorities regarding unfair situations against another individual or some other problems at work or home where you seek a positive outcome. It is a better and more formal way to approach business and workplace issues than shouting or ranting. Therefore, an ideal letter should be direct and tasteful, while avoiding ranting and raving incoherently.

If you are unsure how to write this letter, you’ve come to the right place. In this article, you’ll learn how to write one with examples you can use.

What is a Formal Complaint Letter?

Like the name suggests, a formal complaint letter is written to express dissatisfaction over poor products or services. Such letters are usually addressed to concerned authorities and accompanied by facts and legal documents. Such documents might be payment receipts or other documents that prove your claims, depending on the situation.

When written well, formal letters can be practical tools that help you get the attention of relevant authorities for compensation. In addition, it motivates other troubled consumers, persuades concerned authorities to take appropriate action, and makes defaulters more accountable, responsible, and responsive.

Free Templates

Here are some free, customizable templates for you:

Reasons to Write One

There are many reasons you can decide to write a complaint letter. For example, you can write letters regarding grievances, offenses, wrongdoings, resentments, etc., from using a product or service. Whatever your reason, you must know that you have a right to complain. All citizens have the fundamental right to seek justice in the event of injustice, and the first step towards this is to file a complaint.

How do I Write a Formal Complaint Letter?

The first thing to know about writing a letter is to write it in a respectful tone. The truth is, having to complain can be frustrating but writing the letter politely gives an excellent impression to the concerned person. It also increases your chance of getting a resolution as fast as possible.

Here is how you can write an effective letter to get the answer you need as soon as possible:

The header is the first part of the letter of your formal complaint. Here you will find information regarding the letter.

An ideal header should have the following:

• Date: Remember to include the date when you are writing the letter. Writing the date is usually the first thing to note on the left side of the paper.
• Your name and address: You should introduce yourself, including your address on the left side of the letter.
• Receiver’s name and address: On the same left side, just below your name and introduction, you should add the recipient’s name, address, and pin code, if necessary.
• The letter’s subject: The subject line mentions why you are writing the letter.
• Salutation: Next is the salutation. Ensure to begin your letter with a salutation or appropriate greeting. Considering this formal letter, “Mr., Mrs., Miss,” followed by the person’s last name, is good enough.

Introduction

After your header, the next thing is to start writing your letter. Your first paragraph should be your introduction.

Ideally, you should include the following in your introduction paragraph:

• Introduce yourself in detail: Start by introducing yourself . Then, tell the recipient your name and mention any details they need to identify you in one sentence.
• State your complaint: Proceed to state and explain why you are writing the letter. Your complaint should be short and straight to the point. Usually, a line or two is enough to make your statement of complaint.

Once you have completed the above, you move on to the next paragraph, giving details of the problem.

• Describe your complaint: Give a brief description of the complaint you have
• Mention the problems you’ve faced: In another paragraph, explain in detail how the service failure has affected you. What problems have you had to deal with since the issue began?
• Conclude by stating the resolution of your problem: In the next paragraph, you have to explain what you expect from the recipient to solve the problem. For instance, you can ask them to make changes to solve the problem as soon as possible.  Or, in the alternative, you could request an apology , or you could ask for compensation in the form of damages.

Finally, the conclusion is the paragraph where you end the letter . Ensure you do the following in conclusion:

• Thank the recipient: Ensure to end your letter by thanking the reader for taking the time to attend to your complaint. You can also use your conclusion to highlight the crucial points you raised in the letter. This act will serve as a sort of quick recap to capture your reader’s attention.
• Your signature: The next thing is to add a final salutation to the letter, followed by your signature and name. Most of the time, people use “Yours faithfully” as the closing for their formal complaint letters. If you are sending the letter by email, you might not need to sign it. However, if you are delivering by hand, consider appending your signature to add more authenticity to the letter.

Formal Complaint Letter Template

[Your name]

[Your Address]

[Name of the recipient]

[Position in the company]

[Name of Company]

[Address of company]

[Subject of the letter]

Mr. [Name of the recipient]

My name is [your name ] with customer Id[ Customer ID]. I wish to bring to your notice a report of a damaged product that happened on the [date]. On the said date, I bought one of your [name the thing, you bought], with [model number] from your branch in [location] for [price].

To my surprise, the [product] wouldn’t work after [days ] use. I tried to check the problem, but I am not sure what it is. However, checking the warranty card, I can see the machine is not supposed to have any problems until five years of use. I immediately put a call through to your customer care, and I spoke with Mr. David, who promised to come around and fix the machine. Until now, I have yet to see anyone.

I would appreciate it if you could look into the matter and have the machine repaired or replaced since the warranty period has not expired. Attached to this letter are copies of my receipts and guarantees and the check I used for the purchase.  

While I await your response, I want to inform you that I might have to speak with the consumer protection agency if I do not get a favorable response in 2 weeks.

[Phone number]

Sample Formal Complaint Letter

Subject: Formal Complaint Regarding Defective Smart Home System

Dear Mr. Smith,

I am writing to formally express my dissatisfaction with the Smart Home System that I purchased from Bright Home Electronics. My name is Jane Doe, and I am a recent customer who made a purchase on November 15, 2023. My complaint is regarding the defective nature of the product.

The issue involves the system’s failure to operate as advertised. Specifically, the central hub fails to connect with other smart devices in my home, rendering the entire system ineffective. This problem has caused significant inconvenience, as I invested in this system to enhance my home’s security and efficiency. The lack of functionality has left me without the promised security features, causing concern for my family’s safety.

Given these circumstances, I expect a full replacement of the Smart Home System or a complete refund of the purchase price. A prompt resolution to this issue is necessary to restore my confidence in your products and services.

I appreciate your attention to this matter and thank you for taking the time to address my concerns. I trust that Bright Home Electronics values its customers and will take appropriate steps to rectify this situation.

Yours faithfully,

Key takeaways

This complaint letter serves as a useful sample for anyone looking to draft a similar letter due to several key features:

• The letter opens with a concise subject line that immediately indicates the content and purpose of the letter. It also properly addresses the recipient (Mr. Smith), which is crucial in formal communication .
• The letter begins with the writer introducing, mentioning their recent customer status, and providing the purchase date. This helps establish the context and relevance of the complaint.
• The writer clearly describes the problem, detailing how the Smart Home System is defective. The specific issue of the central hub failing to connect with other devices is mentioned, which helps in understanding exactly what went wrong.
• The writer explains how the malfunctioning system has caused inconvenience, highlighting concerns for her family’s safety and the inefficiency of the product. This personalizes the issue and underscores the urgency of the complaint.
• The writer specifies the desired outcomes – either a full replacement or a complete refund. This clarity is important in complaint letters, as it directs the recipient toward potential solutions.
• The letter maintains a formal and polite tone throughout. Despite expressing dissatisfaction, the language remains respectful and professional, which is more likely to elicit a positive response.
• The writer expresses trust in the company’s ability to value its customers and resolve the issue, indicating an expectation of a response or action.
• The letter ends with a formal sign-off, which is appropriate for the nature of the communication.

Professional Writing Tips

Here are some basic professional tips that are being enlisted by our professionals for you to craft an effective complaint letter:

Be specific

Details are essential when writing formal complaints. The reason is that the person you are writing to probably has lots of letters to attend to. It would be easier for the authorities to gain insight into your problems for fast solutions by explaining what happened in detail.

Specific details you might want to add to your complaint include the date and time of the event and the names of those involved. Being specific also means adding all-important related documents to your letter. This includes receipts , checks, and other similar documents.       

Be clear about what you want

Mention what kind of results you expect from your complaint. While you state your expectations, ensure that you are fair and realistic. This could be a repair, exchange, store credit, or refund. Alternatively, you could ask the company to suggest how they intend to resolve the issue.

If your letter is good enough, you might get the compensation you requested, or they might negotiate something better. If your complaint is about terrible procedures, ensure to tell the authorities how you want them to change things in your letter.

Send the letter to the right person

This might look obvious, but you need to know to whom to send your letter. Avoid sending your letter to general mailing addresses, like “customer service” or “ to whom it may concern .” Instead, make sure you send your complaint letter via certified mail and request a return receipt. When you have that, keep a copy for future purposes. If you send the complaint by email, ensure a printed copy shows you sent the letter. 

Use professional tone

When writing your letter, always remember that it must be written formally. Therefore, ensure to use only a professional or business tone throughout the letter. When you use a professional tone in your letter, it commands mutual respect from the person reading it, and they will likely be compelled to address you favorably.   

Avoid generalities

While explaining your point, ensure that you go straight to the point. Most people tell stories that only give a general overview of the problem. Instead of doing that, go straight to the point and explain in detail how the issue has affected you .

Be reasonable

It is doubtful that the reader will rectify your problem immediately. But then, you expect that they will see it in good time. Therefore, ensure to tell them in the letter that you are giving them time to fix the issue. You might also let them know that you will take action if they fail to meet your demands.

Frequently Asked Questions

A complaint letter is a formal letter you write to authorities when you are not satisfied with their product or service. For instance, you can write to a person or company when you order a product that arrives defective, expressing your dissatisfaction with the product. As a result, the concerned department will take appropriate action in response to the complaint.

To write a complaint letter, first, you start with your address and date on the left side of the paper. Below that, you should add the recipient’s office address. Next is the letter’s subject; then, you proceed to your salutation. After that, the critical part is the body, where you state your complaints and explain them in detail. Finally, close your letter and sign.  

For your complaint letter to be effective, you must write it formally. It should express your grievances without ranting. In addition, the following are some tips you can follow: -Be specific -Be clear about your demands -Always use a professional tone. -Avoid generalities -Send your letter to the right person -Be reasonable 

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IELTS Essay: Letter of Complaint

by Dave | Sample Answers | 0 Comment

This is an IELTS writing task 1 letter from the real general training exam on the topic of writing a letter of complaint.

Please consider supporting my efforts to creative high quality IELTS materials for students around the world by signing up for my Patreon (and don’t miss any of my exclusive IELTS Ebooks)!

You recently stayed at a hotel for a conference with your company and there were several problems with your room. Write to the hotel management to complain. Include

• Where you stayed
• What the problems were
• How they can fix your complaints

Dear Intercontinental management team,

I am writing to bring to your attention some problems I experienced during a recent stay at your Los Angeles location. I was staying there last weekend in room 302 with a party from my company who were all attending the conference on sustainable solutions for developing countries.

The problems were in chiefly in my room. The air conditioner was not working when I first arrived and when I informed the reception desk it took several hours for someone to repair it. Also, there was an issue with the television (there was a lot of static) and the bathroom had a somewhat foul odor. I reported all this to the front desk, however they did not appear receptive to make immediate changes.

I would suggest that when you encounter complaints such as mine in the future that you move the guest to a new room while you work on fixing everything. Besides that, you should double check your rooms to ensure that there are no outstanding problems before guests enter.

I look forward to your reply and hope you will take my advice.

Best regards,

1. Dear Intercontinental management team,

2. I am writing to bring to your attention some problems I experienced during a recent stay at your Los Angeles location. 3. I was staying there last weekend in room 302 with a party from my company who were all attending the conference on sustainable solutions for developing countries.

• Address the letter to someone.
• Include your purpose for writing.
• Add in some more detail if you want.

1. The problems were in chiefly in my room. 2. The air conditioner was not working when I first arrived and when I informed the reception desk it took several hours for someone to repair it. 3. Also, there was an issue with the television (there was a lot of static) and the bathroom had a somewhat foul odor. 4. I reported all this to the front desk, however they did not appear receptive to make immediate changes.

• Begin to develop the second point.
• Add more detail to it.
• Keep developing it.
• Put in as much as possible for a higher task achievement score.

1. I would suggest that when you encounter complaints such as mine in the future that you move the guest to a new room while you work on fixing everything. 2. Besides that, you should double check your rooms to ensure that there are no outstanding problems before guests enter.

3. I look forward to your reply and hope you will take my advice.

4. Best regards,

• Develop the last point.
• Finish developing it.
• Use a phrase like regards or sincerely.
• Write your name at the end of the letter.

What do the words in bold below mean? Take notes on a piece of paper to aid memory retention.

Dear Intercontinental management team ,

I am writing to bring to your attention some problems I experienced during a recent stay at your Los Angeles location . I was staying there last weekend in room 302 with a party from my company who were all attending the conference on sustainable solutions for developing countries .

The problems were in chiefly in my room. The air conditioner was not working when I first arrived and when I informed the reception desk it took several hours for someone to repair it. Also, there was an issue with the television (there was a lot of static ) and the bathroom had a somewhat foul odor . I reported all this to the front desk , however they did not appear receptive to make immediate changes .

I would suggest that when you encounter complaints such as mine in the future that you move the guest to a new room while you work on fixing everything. Besides that , you should double check your rooms to ensure that there are no outstanding problems before guests enter .

I look forward to your reply and hope you will take my advice .

Best regards ,

management team bosses in charge

bring to your attention show you so that you notice

experienced encountered

recent stay at the hotel recently

location place

staying at the hotel

party group

attending going to

conference large meeting

sustainable solutions ways to help the environment

developing countries poorer countries

chiefly mainly

air conditioner keeps the room cool

arrived got to

informed told you about

reception desk front desk

took several hours required a long time

static poor reception

somewhat foul odor smelled kind of bad

reported informed

front desk reception desk

appear receptive seemed to care

immediate changes fixes right away

suggest advise

encounter complaints get feedback

move the guest put in a new room

besides that moreover

double check look over again

ensure make sure

outstanding problems issues that are apparent

enter come to

I look forward to your reply waiting for your answer

take my advice listen to me

Best regards sincerely

Pronunciation

ˈmænɪʤmənt tiːm   brɪŋ tuː jɔːr əˈtɛnʃ(ə)n   ɪksˈpɪərɪənst   ˈriːsnt steɪ   ləʊˈkeɪʃən ˈsteɪɪŋ   ˈpɑːti   əˈtɛndɪŋ   ˈkɒnfərəns   səsˈteɪnəbl səˈluːʃənz   dɪˈvɛləpɪŋ ˈkʌntriz ˈʧiːfli   eə kənˈdɪʃənə   əˈraɪvd   ɪnˈfɔːmd   rɪˈsɛpʃən dɛsk   tʊk ˈsɛvrəl ˈaʊəz   rɪˈpeə   ˈstætɪk ˈsʌmwɒt faʊl ˈəʊdə rɪˈpɔːtɪd   frʌnt dɛsk əˈpɪə rɪˈsɛptɪv   ɪˈmiːdiət ˈʧeɪnʤɪz səˈʤɛst   ɪnˈkaʊntə kəmˈpleɪnts   muːv ðə gɛst   bɪˈsaɪdz ðæt ˈdʌbl ʧɛk   ɪnˈʃʊə   aʊtˈstændɪŋ ˈprɒbləmz   ˈɛntə aɪ lʊk ˈfɔːwəd tuː jɔː rɪˈplaɪ   teɪk maɪ ədˈvaɪs bɛst rɪˈgɑːdz

Vocabulary Practice

Remember and fill in the blanks:

Dear Intercontinental m_____________________m ,

I am writing to b____________________n some problems I e_____________d during a r_____________y at your Los Angeles l___________n . I was s_________g there last weekend in room 302 with a p_______y from my company who were all a______________g the c______________e on s____________________s for d_____________________s .

The problems were in c________y in my room. The a_______________r was not working when I first a__________d and when I i___________d the r_________________k it t__________________s for someone to r_______r it. Also, there was an issue with the television (there was a lot of s_______c ) and the bathroom had a s____________________r . I r__________d all this to the f___________k , however they did not a____________________e to make i_________________s .

I would s_________t that when you e______________________s such as mine in the future that you m_______________t to a new room while you work on fixing everything. B______________t , you should d______________k your rooms to e_________e that there are no o__________________s before guests e______r .

I___________________________y and hope you will t___________________e .

B_____________________s ,

Listening Practice

Learn more about this topic in the video below and practice with these activities :

https://www.youtube.com/watch?v=aSk2Fk8sZKA

Reading Practice

Read more about this topic and use these ideas to practice :

https://www.deputy.com/blog/the-20-most-common-hotel-guest-complaints

Speaking Practice

Practice with the following speaking questions from the real IELTS speaking exam :

• Do you like travelling?
• What is the most beautiful country you have visited?
• Would you like to have a job that demands travelling to other countries?
• What problems can occur when travelling?

Writing Practice

Practice with the related topic below and then check with my sample answer:

Write a letter to your manager about your work from the last year. Include

What you did

What you think you could improve

A training request

IELTS Essay: Letter to a Boss

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• Letter Writing
• Formal Letter Writing In English
• Complaint Letter Format

Complaint Letter Format - How to Write with Examples

Making complaints about someone is always a sensitive issue and writing about it is a much more difficult task as everything would be documented. Writing a complaint letter is, therefore, something that should be done with utmost care. This article on complaint letter format will provide you with tips on how to write a complaint letter and also give you a few complaint letter samples for your reference.

Table of Contents

How to write a complaint letter.

• Complaint Letter Sample for Poor Maintenance of the Garden and Improper Waste Disposal
• Complaint Letter Sample for Damaged Product Received
• Complaint Letter Sample for Installation of New Street Lights
• FAQs on Complaint Letter Format

Complaint letters are written to the concerned authorities when you are not satisfied with some service, or you have a problem that needs to be addressed. See to it that you write the letter in a polite manner. The format of a complaint letter follows the format of a formal letter . To write a complaint letter, you can start with the sender’s address followed by the date, the receiver’s address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters.

Sender’s address

___________

Receiver’s address

Subject: ___________________________

Sir/Ma’am, (Salutation)

Body of the Letter explaining the reason for your letter and the complaint.

Thanking you

Yours faithfully, (Complimentary Closing)

NAME in block letters

Complaint Letter Samples

Here are a few complaint letter samples to help you understand the format of the complaint letter and help you write a complaint letter on your own.

Complaint Letter Sample 1 – Poor Maintenance of the Garden and Improper Waste Disposal

45 B, Rory Lane

Damsel Street

Mumbai – 400056

29 th December, 2021

The Secretary

Residential Association

Subject: Complaint letter regarding the poor maintenance of the garden and improper waste disposal

I am Shawn Mendez, a resident of Rory Lane. I am writing to bring to your notice the poor maintenance of the garden around our residential area and the improper disposal of waste. The garden around the residential area was watered regularly, and grass shrubs were trimmed and maintained neatly in the beginning. It has been more than a month now since any kind of maintenance is done in the garden. We have tried contacting the person in charge, but every effort has just been in vain.

Another growing issue is the problem of waste disposal. There were people from the corporation collecting garbage for disposal every two days, but it has been more than a week now since they have collected any garbage from our area. This has led to the accumulation of waste, and people have started dumping it in the corner of the street as they have no other choice. Kindly look into this and the maintenance of the garden as it would become a huge mess if this continues. It would be highly appreciated if you could also inform the residents that all garbage would be collected and not to throw them out around the street corners.

Thank you in advance.

Yours faithfully,

SHAWN MENDEZ

Complaint Letter Sample 2 – Damaged Product Received

5/652, SNV Street

Hyderabad – 500025

November 26, 2021

The Manager

Customer Service Department

Taurus Shop

New Delhi – 110023

Subject: Complaint about a damaged product received

I had purchased a black top from your online store. I received the product today, and I tried filing a return request as the size is smaller than the one I had ordered, and the cloth is torn on the left side. For some reason, the return request is not being filed. The page is either getting redirected or stuck. I have tried multiple times, and I could not go through with it. Can you please check and let me know if the return request has been filed for the order no. 3049. If not, kindly let me know what I should do to return the product.

I am attaching herewith photographs of the damaged portion of the top and the opening video for your reference.

Yours sincerely,

SINDHU SHANKAR

Complaint Letter Sample 3 – Installation of New Street Lights

12B, Nelson Manickam Road

Nungambakkam

Chennai – 600045

The Councillor

Ward No. 26

Chennai – 600052

Subject: Regarding installation of new street lights in our area

I am writing to bring to your kind attention that there are no street lights in our area and it has become a huge problem as it has started raining. It is very difficult for people who travel through this area because it is very dark at night, and with continuous rains, the place floods up. It becomes really difficult to drive as the roads are damaged, and there have been constant accidents because of this. Therefore, I request you to kindly take some action at the earliest and install street lights in our area as it is a danger if left like this.

Thank you for your time and cooperation in advance.

DERRICK RAJ

Frequently Asked Questions on Complaint Letter Format

Why do we write a complaint letter.

A complaint letter is written with the aim and hope of finding a suitable solution for a problem that has not been addressed. There is an umpteen number of problems faced by people, and raising complaints to bring these problems to the attention of the higher authorities is the only way to rectify the problems.

How do I write a letter of complaint?

When you write a complaint letter, make sure you state the problem in a clear and concise manner. Do not exaggerate. Explain the difficulties faced due to the problem and see to that you address the problem on a kind note. Do not express anger or sarcasm in your letter.

What is the most important factor in a complaint letter?

The most important factor in a complaint letter is the problem. Ensure that you explain the problem properly and state the seriousness of the problem. Be sure to include any documents or copies of documents that might serve as proof.

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How to Write a Complaint Letter: Format & Examples

This article covers the following areas.

Composing a complaint letter is essential for addressing dissatisfaction with a product or service professionally. This guide is designed to simplify the process, enabling you to articulate your concerns formally and effectively, even if you aim for a level of simplicity accessible to a younger audience.

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To write a complaint letter, start with your personal details, then the date and recipient info. Politely state the issue, provide evidence, and specify a resolution. End with a willingness to engage, appreciation, and your signature.

For an in-depth guide on crafting an effective complaint letter, including examples and tips on follow-up, continue reading below.

Related > Personal Letter Format

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Purpose of a Complaint Letter

A complaint letter is like sending a formal message when something you bought or a service you used didn’t make you happy. It’s a way to tell the company about your problem and ask them to fix it. This letter helps you explain what went wrong and what you want them to do, like giving your money back, replacing the item, or just apologizing.

When you write a complaint letter, you’re also keeping a record of your problem. This is important because it means you have proof of your complaint if you need to take more steps to resolve it. It’s like saving a receipt to show you bought the item or service if something goes wrong.

By sending a complaint letter, you’re also helping the company improve. Your feedback can show them where they need to improve so the same problem doesn’t happen to someone else. It’s a way to make things better for everyone, not just get your issue fixed.

What to Do Before You Write?

Before writing your complaint letter, take a deep breath and calm down. Writing with a clear head is important so your letter sounds logical, not just full of angry words. This way, you can make your point without letting emotions take over.

Then, consider what you want to happen after the company reads your letter. Do you want your money back, a new product, or an apology? Be clear about your goal, and ensure it’s something fair and makes sense. This helps the company understand exactly what you need to fix the problem.

1. Introductory Part of a Complaint Letter

When writing a complaint letter, the introduction sets the tone for the rest of your message. It’s like starting a conversation: You introduce yourself, explain who you’re talking to, and finally, get into the main discussion politely. Let’s break down how to do this step by step.

Personal Information

When writing a complaint letter, starting with your personal information is like laying down your ID card on the table. It’s your way of introducing yourself to the company. When you meet someone new, you start with your name; in a letter, you do the same but add more details. Write your full name, home address, phone number, and email in the top left corner.

For example, if Ananya Singh is writing, she’ll put this right at the start.

Ananya Singh 101 Rose Avenue, Kolkata, West Bengal, 700084 Phone: 9123456780 Email: [email protected]

By putting this information right at the start, Ananya ensures the company has everything they need to get back to her without looking elsewhere. It’s a smart move because it makes replying easier for them. Think of it as giving someone your address and phone number so they know where you live and how to call you.

This step is super important because it sets the stage for everything that follows in the letter. Without it, the company might not know who’s writing to them or how to respond. It’s the first step in ensuring your voice is heard, and your problem is taken seriously.

Date and Recipient’s Details

Placing the date at the top, right after your personal information, makes it easy to see and helps keep a record of your communication.

For example, if you’re writing to TechGadgets Ltd., you’d specify the following right under the date –

Attn: Customer Service TechGadgets Ltd. 234 Electronic City, Bengaluru, Karnataka, 560100

This part of your letter acts like a homing signal. It ensures that your message doesn’t just land anywhere but goes directly to the people who can help solve your problem.

By carefully including the date and recipient’s details, you’re setting up your letter for a smooth journey from your hands to the right person’s desk. It’s all about making your message clear and getting it where changes can happen.

This step is like laying down a clear path for your words, ensuring they lead to action and, hopefully, a resolution to your issue.

If you’re unsure who will read your letter, “Dear Customer Service” is a respectful and safe way to start. This greeting is like knocking on a door politely before entering. It shows you’re respectful and ready to engage in a constructive conversation, no matter who is on the other side.

Choosing the right way to say hello sets a positive tone for the rest of your letter. It’s like starting a conversation on the right foot, making the reader more open to hearing what you say. A respectful greeting clarifies that you’re looking for a solution, not just a chance to complain.

So, the introductory part is crucial because it shows you’re approaching the issue with professionalism and respect. By clearly stating who you are, marking the date, addressing the recipient properly, and choosing the right salutation, you’re setting the stage for a constructive dialogue. It’s about making a good first impression and opening the door to a positive resolution.

2. Main Body of a Complaint Letter

The body of your complaint letter is where you really get down to business. This is where you explain what went wrong and what you want to be done about it. Let’s walk through how to lay out your concerns clearly and respectfully, following the format you provided.

Opening Statement

Start with why you’re writing. It’s like telling the company, “Here’s what’s up.” Briefly mention what you bought or the service you used, and pinpoint the problem. Keep it simple and to the point. For example, Ananya might write:

I am writing to express my dissatisfaction with the smartphone model X500 I purchased from your store in Electronic City, Bengaluru, on March 1, 2024. Unfortunately, the device has not been functioning properly since the day I bought it.

Detailed Account

Next, it’s time to share the story of what happened. Think of this as giving directions; you want to be clear. Mention when and where you bought the product or service and what went wrong. If you’ve tried to fix the problem, mention that too. Remember, stick to the facts. Ananya could elaborate like this:

Despite following all setup instructions, the smartphone’s screen freezes repeatedly, and the battery drains within hours. I visited your service center on March 5, 2024, but the issue persists after the attempted repair.

This part is Ananya clearly mapping her experience without letting emotions steer the narrative.

Resolution Request

Given the ongoing issues and the inconvenience caused, I kindly request a full refund or an exchange for a model that does not have these problems. I believe this is a fair request under the circumstances.

This is Ananya setting her destination, saying, “This is where I hope we can end up.”

March 10, 2024

Dear Customer Service,

I’m writing to let you know I’m not happy with the portable speaker (Model X123) I bought from your store on February 20, 2024. It hasn’t worked right since I got it, which is really disappointing.

By structuring the body of your complaint letter this way, you’re guiding the company through your experience and toward a resolution. It’s about being clear, factual, and fair, laying out a path to a satisfactory outcome for both parties. This approach effectively communicates your concerns and shows you’re seeking a reasonable solution.

3. Concluding Parts of a Complain Letter

Willingness to engage.

Start by showing you’re open to working together to solve the problem. This doesn’t just show you’re reasonable; it also suggests you’re looking for a win-win solution, not just airing grievances.

I am eager to discuss this further and find a solution that suits us both.

This line signals your readiness to engage in a dialogue, making it clear you’re not just complaining but are also part of the solution.

Appreciation

Thank you for considering my concerns.

This simple gesture of appreciation acknowledges the effort it takes to address your complaint and helps maintain a positive relationship with the recipient.

Finally, sign off your letter formally to match the tone of your opening. A simple “Sincerely” followed by your name does the job. It’s like the closing handshake after a meeting—polite and expected.

For instance,

Sincerely, Ananya Singh.

This formal closure marks the end of your letter and wraps up your communication on a respectful note.

Now, Let’s see how it looks like once I put all the parts together –

I am eager to work together to find a satisfactory solution to this issue and am open to any suggestions you might have. Your prompt attention to this matter would be greatly appreciated, and I am willing to provide any further information needed.

Ananya Singh

By incorporating these elements into the conclusion of your complaint letter, you effectively communicate your willingness to find a resolution, show gratitude for the recipient’s time, and maintain a professional demeanor. This approach leaves a good impression and increases the likelihood of a positive response.

What to do after sending the letter?

After you send off your complaint letter, giving the company time to get back to you is important. Think of it like planting a seed; you must wait before seeing it sprout. Usually, waiting a couple of weeks is a good rule of thumb. This shows you’re patient and understand that solving problems can take a little time.

Remember, staying calm and collected throughout the process is the key here. Getting angry or impatient won’t help solve the problem any faster. By following these steps, you’re doing everything right on your end to get the issue resolved.

Tips to Make Your Letter Effective

Crafting an effective complaint letter is an art that requires balance, clarity, and a touch of diplomacy. Whether you’re disappointed with a service, product, or experience, expressing your concerns formally is a vital step toward resolution. To help you navigate this process, here are some essential tips to consider:

1. Start With Clarity

Starting with clarity is crucial. Your letter should begin with a concise statement of its purpose. Clearly and succinctly explain the issue, avoiding extraneous details that might muddle your main points. This helps the recipient immediately grasp your complaint’s essence, setting a focused tone for the rest of your communication. You may use this editing tool for free to make sure your writing has clarity.

3. Detail Specifics

4. Explicitly State Your Expectation

Explicitly stating your expectations for resolution makes it easier for the company to address your concerns. Whether you’re seeking a refund, repair, replacement, or simply an apology, clarity about your desired outcome removes ambiguity and helps guide the company’s response to your satisfaction.

Attaching supporting evidence to your complaint strengthens your case. This could include receipts, warranties, email correspondences, or photographs related to your complaint. Such evidence provides tangible proof of your claims, making it harder for the recipient to overlook or dismiss your concerns.

6. Reference Previous Attempts

7. Retain Copies of Correspondence

Retaining copies of all correspondence related to your complaint, including the letter and any responses, is crucial. This documentation may prove invaluable if the issue escalates or further action is required as a detailed record of your attempts to seek resolution.

8. Be Prepared to Follow Up

Finally, be prepared to follow up if you do not receive a response within a reasonable timeframe. A polite reminder can sometimes be necessary to prompt action. Persistence and a respectful approach can be key to achieving your desired resolution.

Incorporating these tips into your complaint letter ensures your communication is heard and taken seriously. The aim is not just to voice dissatisfaction but to initiate a constructive dialogue that leads to a satisfactory resolution. With the right approach, your letter can be a powerful tool in achieving your desired outcome.

Final Words

Writing a complaint letter doesn’t have to be a daunting task. By following these steps and keeping your communication clear, polite, and to the point, you increase your chances of resolving your issue satisfactorily. Remember, the goal is not just to complain but to seek a fair solution for both parties involved.

Let’s Practice Now – Quiz

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Frequently Asked Questions

A complaint letter should start with a polite greeting and a clear statement of the purpose. Begin by briefly explaining the issue and mentioning any relevant details like dates and names.

A complaint letter should include details like the date of the incident, the names of involved parties, a clear description of the problem, and any supporting evidence like receipts or photos. This helps in understanding and resolving the issue.

End a complaint letter by thanking the recipient for their time and consideration. Provide contact information and express hope for a prompt resolution. This leaves a positive impression and encourages a quicker response.

A complaint letter should use a polite and respectful tone. Avoid aggressive or confrontational language. This helps in maintaining a constructive dialogue and increases the chances of a positive outcome.

Common mistakes to avoid in a complaint letter include being overly emotional, vague descriptions, and not providing enough details. Stick to facts, be clear, and provide all necessary information to help resolve the issue effectively.

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How to Write a Letter of Complaint

Practice in Brainstorming

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Here's a project that will introduce you to brainstorming and give you practice in group writing. You will join with three or four other writers to compose a letter of complaint (also called a claim letter ).

Consider Different Topics

The best topic for this assignment will be one that you and the other members of your group truly care about. You may write to the dining hall supervisor to complain about the quality of the food, to an instructor to complain about his or her grading policies, to the governor to complain about cuts to the education budget--whatever subject the members of your group find interesting and worthwhile.

Begin by suggesting topics, and ask one member of the group to write them down as they are given. Don't stop at this point to discuss or evaluate the topics: simply prepare a long list of possibilities.

Choose a Topic and Brainstorm

Once you have filled a page with topics, you can decide among yourselves which one you would like to write about. Then discuss the points that you think should be raised in the letter.

Again, have one member of the group keep track of these suggestions. Your letter will need to explain the problem clearly and show why your complaint should be taken seriously.

At this stage, you may discover that you need to gather additional information to develop your ideas effectively. If so, ask one or two members of the group to conduct some basic research and bring their findings back to the group.

Draft and Revise a Letter

After collecting sufficient material for your letter of complaint, elect one member to compose a rough draft. When this has been completed, the draft should be read aloud so that all members of the group can recommend ways to improve it through revision. Each group member should have the opportunity to revise the letter according to the suggestions made by the others.

To guide your revision, you may want to study the structure of the sample complaint letter that follows. Notice that the letter has three distinct parts:

• An introduction that clearly identifies the subject of the complaint.
• A body paragraph that (a) clearly and specifically explains the nature of the complaint, and (b) provides the reader with all of the information needed to provide an appropriate response.
• A conclusion that clearly states what actions are needed to remedy the problem.

Annie Jolly 110-C Woodhouse Lane Savannah, Georgia 31419 November 1, 2007 Mr. Frederick Rozco, President Rozco Corporation 14641 Peachtree Boulevard Atlanta, Georgia 303030 Dear Mr. Rozco: On October 15, 2007, in response to a special television offer, I ordered a Tressel Toaster from your company. The product arrived in the mail, apparently undamaged, on October 22. However, when I tried to operate the Tressel Toaster that same evening, I was distressed to find that it did not fulfill your claim to provide "fast, safe, professional hair-styling." Instead, it severely damaged my hair. After following the instructions to "set up the toaster away from other appliances on a dry counter" in my bathroom, I inserted the steel comb and waited 60 seconds. Then I removed the comb from the toaster and, following the instructions for a "Venusian Curl," ran the hot comb through my hair. After just a few seconds, however, I smelled burning hair, and so I immediately placed the comb back into the toaster. When I did this, sparks flew from the outlet. I reached to unplug the toaster, but I was too late: a fuse had already blown out. A few minutes later, after replacing the fuse, I looked in the mirror and saw that my hair had been scorched in several spots. I am returning the Tressel Toaster (along with the unopened bottle of Un-Do Shampoo), and I expect a full refund of $39.95, plus $5.90 for shipping costs. In addition, I am enclosing a receipt for the wig I purchased and will have to wear until the damaged hair grows out. Please send me a check for $303.67 to cover the refund for the Tressel Toaster and the cost of the wig. Sincerely, Annie Jolly

Notice how the writer has delivered her complaint with facts rather than emotions. The letter is firm and direct but also respectful and polite.

Revise, Edit, and Proofread Your Letter

Invite one member of your group to read aloud your letter of complaint and respond to it as if he or she had just received it in the mail. Does the complaint sound valid and worth taking seriously? If so, ask the members of the group to revise, edit, and proofread the letter one final time, using the following checklist as a guide:

• Does your letter follow the standard format shown in the example above?
• Does your letter consist of an introduction, a body paragraph, and a conclusion?
• Does your introductory paragraph clearly identify what you are complaining about?
• Does your body paragraph clearly and specifically explain the nature of the complaint?
• In the body paragraph, have you provided the reader with all of the information needed if he or she is to respond effectively to your complaint?
• Have you conveyed your complaint calmly and clearly, relying on facts rather than emotions?
• Have you clearly organized the information in your body paragraph so that one sentence leads logically to the next?
• In your conclusion, have you clearly stated what action(s) you want your reader to take?
• Have you proofread the letter carefully?
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How to Write a Complaint Letter

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Complaint letters can be tasteful and direct

You didn't get the service you expected.

You spent hours drafting a grant proposal that received no funding.

You were put on hold three times.

Do any of these complaints sound familiar?

Yes, indeed, life is sometimes about not getting what you want. Life is full of disappointments, but sometimes these disappointments are so great that they warrant further scrutiny. Rather than act like a spoiled child, ranting and raving, wouldn't it be nice to be able to write a beautifully constructed letter of complaint?

In the current age of "instant reactions," where a hastily constructed email or a high-pitched, heat-of-the-moment telephone conversation can cause more harm than good and will often get you nowhere, a complaint letter seems to carry more weight. However, writing such a letter is seldom easy. Luckily, we're here to help and will even provide an example complaint letter for your reference.

Organize your letter of complaint to achieve clarity

Before you sit down to actually write the complaint letter, jot down the facts of the case. These facts might include the date, time, and location of the incident, and the names of the personnel involved. Then briefly write down what went wrong and what impact (emotional, financial) it has had on you.

The layout of a complaint letter

Writing a letter of complaint is partly about getting an annoyance off your chest (think of it as therapy) and partly about seeking redress for a wrongdoing. To achieve both ends successfully, adhere to the following three-step sequence:

Step 1: Clearly state the facts of your case/causes for your complaint.

Step 2: Outline/discuss why you are so unhappy/upset.

Step 3: In some instances, it may be appropriate to set out your thoughts on a remedy/fix that would be amenable to you and/or others; in other instances, it is best to leave the solution in the hands of the perpetrator.

Keep your complaint professional

This should be a formal letter – after all, this is a serious matter, and you want it treated as such. One-inch margins are used throughout. A professional letter typically uses an easy-to-read and plain typeface (Arial or Times New Roman) in 11 or 12 point. Avoid any fancy typefaces or small point sizes, as they send the wrong message.

You should include your address in the top left (header) of the letter. The address of the company/person you are writing to—in this example, "That Awful Company"—should appear on the left. It is best if you can address your letter to a particular person within an organization. If you do not have a name, Dear Sir/Madam is acceptable in the salutation line.

Don't forget to end your complaint letter with a closing salutation such as "Yours sincerely" or "Sincerely" and to leave sufficient space for your signature (usually three lines). Last, be sure your letter is free from grammar and spelling errors by sending it for proofreading by the professionals at Scribendi.

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How to Write a Letter of Complaint

A letter of complaint, or complaint letter, is normally written to deal with a problem situation when other attempts have failed to rectify the situation.  As stated before, the letter of complaint is a business letter   (click the link to read the post) .

When you are responding in in written form, you should avoid angry, hostile or sarcastic tones.

You are more likely to get specific action on what you want, if your written response reflects tact, courtesy and emotional intelligence.

The writer’s tone is his/her attitude towards a subject.  The writer’s tone is created by the his use of language, that is, the style of address, word choice, point of view and voice.

Structure of a Letter of Complaint

• Purpose of the letter
• Begin with a detailed description of the product or service
• State what is exactly is wrong with the product or service
• Briefly describe the inconvenience you have suffered
• Indicate precisely how the situation should be corrected
• Ask for prompt handling of the claim

Body of the Letter

Paragraph 1: Describe what is wrong with the product or describe the issues/problems. Give the date of purchase and place of purchase, if applicable.

Paragraph 2: Explain how you would like to resolve the problem.

Paragraph 3: Explain that you look forward to receiving a reply with a resolution. Set a date or time limit in which to receive the reply. Give a phone number where you can be reached.

Language Structure of the Letter of Complaint

Here are some helpful language structures that are used in letters of complaint:

Introduction

I’m writing:

• On account of…
• On the subject of….
• To draw your attention to…..
• I must object…..
• I must complain about…..
• I find it quite distressing that …..
• I feel something ought to be done/ said about……
• It’s time that….was/were…….
• I expect to be compensated for the compensated for inconvenience I ……
• I expect better service from……..
• I would like to know what action you will take to resolve this situation.
• I look forward to a prompt reply/ a full explanation
• I await your response/ suggestions/ comments

See the shop for the Letter of Complaint Lesson Plan.

Check back tomorrow  for sample letter of complaint questions.

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IELTS General Writing Task 1: Complaint Letter

IELTS Complaint Letter is a formal or semi-formal type of letter where you are given a situation that you wish to be resolved in some way.

Complaint letters are used to raise your concerns about unfair things, such as bad service, faulty goods, problems with people and to seek a productive outcome.

Here is an example how the task may look like:

WRITING TASK 1 (General)

You should spend about 20 minutes on this task.

You have had a problem with your next-door neighbour. You have not been able to speak to your neighbour about this.

Write a letter to this neighbour. In your letter

• Explain the problem
• Suggest a solution
• Say what action you will take if the situation does not improve

Write at least 150 words.

You do NOT need to write any addresses.

Begin your letter as follows:

Note! You will find the IELTS Complaint Letter Sample with grammar corrections and estimated band score down below.

IELTS Complaint Letter Structure & Vocabulary

We have listed for you the letter structure of IELTS Complaint Letter with common phrases you can use to get the correct structure and right tone.

COMPLAINT LETTER

• 1 Dear Sir/Madam, (or name if given)
• 2 Explanation: 1-2 sentences what you are complaining about
• 3 Explain in more detail
• 4 What action you want the person or company to take
• 5 Formal ending, name, signature
• Dear Sir/Madam, (or name if given)
• I am writing to express my dissatisfaction with the ... / my concern about
• I am writing to complain about ... / I had been led to believe ...
• I would like to draw your attention to ...
• The reason I am writing to you is poor quality of a ... , which I bought in your store.
• After only two times it was in use, problems started to appear.
• what had happened, what is the problem
• I was supposed to receive ... . Unfortunately, that never happened.
• I could not believe that ...
• what are you unhappy about
• You can imagine how unhappy I was to discover ...
• I regret to inform you that your service was below my expectations.
• what did you do to resolve the situation
• I contacted your store immediately in order to return ...
• When I tried to contact you by phone no one could offer me any sensible answer.
• how do you feel about the problem
• You can imagine how receiving this offer upset me.

• The ideal solution would be ... / Nevertheless, I hope/assume you will replace ...
• I hope you can settle this matter by ... (doing smth)
• I insist on getting a refund of ...
• I am very disappointed with the ... . Therefore I expect a full refund of $100 as soon as possible.
• I hope this matter will be resolved / I trust the situation will improve.
• I look forward to hearing from you!
• I look forward to receiving a prompt reply!
• Yours sincerely, ... (you know the name of person you are writing to)
• Yours faithfully, ... (you don't know the name!)

Learn by playing!

Learning should be fun, right? For that reason, we have created a little game in order to help you learn useful vocabulary and phrases for writing complaint letters.

There are 15 questions in total and the questions are in random order. Give it a try and test your knowledge. Just click the answer!

Useful phrases

• misleading information
• I would like to complain about the poor quality of service I recently received from your company.
• I wish to make a complaint regarding your inefficient staff. (level of service)
• I am writing to complain about the poor train service your company provided from the 5th to the 12th of November. / ... and I missed my plane as a result.
• I am writing to you about the party ... . I have a number of complaints. I hope you will agree that it was a very disappointing evening.
• The problems do not stop here. / ... / Furthermore, ...
• To begin with ... / In addition to this, ... / Added to this, there was no ...
• ... was not worth the money I paid for it.
• Having paid a lot of money for the ... , I found this extremely frustrating
• In your ... you promised a pleasant ... . This was definitely not my experience.
• However, I would like to point out that ...
• I feel I am entitled to a partial refund in addition to an apology for the inconvenience caused.
• Furthermore, you will find a bill on the value of ... . I expect it to be compensated as well.
• I would appreciate it if you could look into the matter as soon as possible.

IELTS Complaint Letter Sample (Corrected)

Begin as follows: Dear ... ,

Dear Mr. Stafford,

I am writing to you to complain about a problem that has recently appeared with may have been caused by your kids.

First of all, as I have been made redundant since last month, I need to spend a lot of time at home. However, your kids make it impossible to stay in have any peace, especially soon after they have arrived ( at ) home from school. They play with a ball indoors, run around and listen to music too loud ly . I have really tried not to pay too much attention to it this and I have had hoped that things would settle without a real need of forbidding needing to forbid them from enjoying themselves. At the same time However, the situation tends to get is getting worse.

As I do not use a phone and I have not seen you around in /for a while, I have decided to contact to you by post. I would like to ask whether it would be okay for you to restrain your kids and explain that there are other people living in the house as well. Otherwise, I am will be compelled to report this matter to the police.

I seriously hope that my letter will not create too much confusion any ill-feeling between us and we could can remain as good neighbours.

Yours sincerely,

(206 words)

Band Score Estimate (prior to corrections)

Brief comments:

• to report something (to somebody)

"I have 7+ years of IELTS teaching experience . I will correct your grammar and give suggestions for more appropriate word use. I will give you tips on how to answer the question in the way the IELTS examiners expect." — Claudia, IELTS teacher from the UK

LETTER RESOURCES

Types of Letters

Job Application Letter

Complaint letter.

Business Letter

Request Letter

Informal Letter

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Complaint Letter Format

Making a complaint about someone is always a difficult undertaking, and writing about it is even more difficult because everything is documented. For example, if we order a product and it arrives defective, we write a letter to the linked person or company, expressing our dissatisfaction with the goods. As a result, the concerned agency will take appropriate action in response to the complaint. In the article below, we will look at the complaint letter format as well as some sample letters.

Complaint Letter

A Complaint Letter is a type of formal letter that is written to address any type of wrongdoing, offence, grievance, or anger that arises from a product, service, or other resources. There could be a variety of reasons for submitting a complaint letter, including potholed roads, hospitals that do not provide enough medical care to their patients, officials accepting bribes, and numerous other flaws in our system. Every citizen has the right to speak out against these violations by sending a complaint letter and bringing these matters to the attention of the appropriate departments.

A complaint letter is designed solely to anticipate rectification for a certain subject. However, if the authorities appear to be unresponsive, the individual has the right to file additional lawsuits or court cases against the firm provided the substance of the complaint is legitimate.

Guidelines to Write a Complaint Letter

• Be formal and prevent using harsh or offensive or abusive language.
• Concentrate on the most critical details. Provide no unnecessary background information.
• The objective of writing should be obvious.
• Do not stray from the topic and write concisely.
• It is critical to introduce the person authoring the letter.
• The date the letter was written, as well as the recipient’s information, should be included.
• The subject line should be mentioned clearly.
• Proofread your message to ensure that there are no grammatical or glaring faults.
• Make a great presentation and use straightforward language.

The following is the complaint letter format:

Sender’s Address

Receiver’s Address

Subject: ____________ (Mention the reason for complaint)

Body of the Letter: Introduction, Main reason to write the letter, Conclusion

Complimentary Closing

Complaint Letter Samples

A complaint letter could be written for a variety of reasons. Here are a few complaint letter samples to help you grasp the complaint letter structure and draft your own complaint letter.

Sample 1 – Complaint Letter for Poor Service

Flat 24, Sunshine Apartments,

Mumbai – 28

20 th July 2022

Customer Service Manager,

XYZ Company,

Subject: Complaint letter regarding poor service of broadband network

Dear Sir/Ma’am,

My name is Sachin Kadam, and I live at Sunshine Apartments. I’m writing to raise your attention to the bad service provided by your broadband network in our building. Your company’s network is inadequate, and it frequently produces fluctuations, resulting in network outages.

Many of our apartment occupants are currently working from home, and they rely greatly on internet connectivity and speed. I had previously filed a complaint about the same issue. However, no further progress has been achieved.

I hereby request that you remedy this issue as soon as possible, or we will be forced to discontinue utilizing your services on an unsatisfactory note.

Yours Faithfully,

Sachin Kadam

Explore More Sample Letters

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• Joining Letter After Leave
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• Consent Letter
• Authorization Letter

Sample 2 – Complaint Letter for Incorrect Delivery of Books

XYZ School,

10 th January 2022

Oxford Publication House

Consumer Complaint Division

Subject: Complaint regarding incorrect delivery of wrong set of books

Respected Sir/Madam,

I ordered a book set (Order No. 001458) to be supplied to XYZ School in Delhi on January 1, 2022. To my dismay, I did not receive the set I requested and instead received the incorrect book set. I am quite disappointed.

To fix the issue, I would appreciate it if you could please replace the incorrect book set with the one that was initially requested. Please notify me what action you intend to take as soon as feasible. I hope to hear from you within the next ten days.

Copies of the transaction paperwork and the receipt are enclosed. I eagerly await your response and a resolution to my situation.

Yours Sincerely,

Kapil Joshi

Librarian, XYZ School

Sample 3 – Complaint Letter for Delay of Salary

Employee Address

HR Management Department

Employer Address

Subject: Complaint Letter for Delay of Salary

Dear Sir/Madam,

My name is ________. I am writing to express my dissatisfaction with not receiving my June salary.

I’ve been waiting for my salary for over ten days, but there has been no update on the amount credited to my account. It has been delayed by the accounts department, for which I have no explanation.

As my attendance on the portal is evident, I have taken no leaves in the past month. You may confirm this, and please look into it by cooperating with the accounts department.

Frequently Asked Questions on Complaint Letter Format

Q1. What does a complaint letter serve?

Answer. A complaint letter is prepared with the intention and hope of finding a satisfactory solution to an unresolved problem. People experience a plethora of issues, and filing complaints to bring these issues to the attention of higher authorities is the only way to resolve them.

Q2. What attachments should be included with complaint letters?

Answer. Typically, complaint letters include a copy of the documents that substantiate the complainant’s allegations of misconduct.

Q3. Which act protects the rights of consumers in India?

Answer . In 2019, the Consumer Protection Act of India 2019 superseded the former Consumer Protection Act of India 1986.

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Letter of Complaint, Essay Example

Pages: 1

Words: 355

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To whom it may concern,

I recently ordered the Canon 7d from Amazon.com. It was a previously used body that had been manufacturer refurbished. I am writing to you because when I received the camera, the shutter inside the body of the camera was not working properly. The product came with a warranty and I am disappointed that my camera does not work and would like it to either be replaced or for your company to refund me the purchase price of the camera, which was $899. I have been a loyal Canon customer for over five years and I consider myself to be a professional photographer, so I desperately need this camera replaced so I can continue with my work. I have never had a problem with your products before and I was surprised when I received this product and it did not work at all. I hope that you will honor my request as a loyal customer and grant me my refund.

Letter of Apology

Dear customer,

We apologize for the problems you have experienced with your Canon 7D camera and although we appreciate your loyalty to our company, we are unable to grant you a refund or replacement because you purchased the product from a third party seller. If you had purchased the camera new, from a certified Canon retailer, we would be able to complete your request, but since the purchase went through a seller who is unauthorized by our company, there is little we can do to help you recover the lost money over the damaged camera. We recommend you follow up with the seller of the camera and pursue your refund through them. If they are unwilling to grant you a refund or a replacement, we would be more than happy to look at your camera and see if it can be repaired- but as for your request for a refund or a new camera, we apologize but we can not do that. We hope that this does not ruin your relationship with us and our company and we urge you to let us know if there is anything more we can do.

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• Complaint Letter Format: How to Write and Structure Your Letter

How to Write Complaint Letter Format: Understanding the Structure

Making a complaint can be tricky, especially when it’s written down and becomes part of the record. Writing a complaint letter requires careful attention to ensure it is clear and effective. This page on complaint letter format will help by explaining how to write a complaint letter properly. Students can find useful tips on structuring the letter, so it gets their message across effectively. The page also includes sample complaint letters to guide you. By following these guidelines and examples, you can create a well-written complaint letter that clearly outlines your issue and helps to solve it.

How to Write Complaint Letter Format?

Start with Your Information: Include your name, address, and contact details at the top of the letter.

Date: Write the date when you are writing the letter.

Recipient's Information: Add the name, address, and position of the person or company you are addressing.

Subject Line: Clearly state the issue or purpose of your complaint, e.g., "Complaint Regarding (Issue)."

Salutation: Address the recipient politely, e.g., "Dear (Recipient's Name)," or "To Whom It May Concern,"

Body of the Letter:

Introduction: Mention who you are and your relationship to the recipient (e.g., customer, employee).

Details of the Complaint: Describe the problem clearly and include relevant facts or incidents.

Desired Resolution: State what you would like to be done to resolve the issue.

Additional Information: Provide any other details that may help in addressing the complaint.

Conclusion: Thank the recipient for their attention to the matter.

Closing: Use a polite closing phrase, such as "Sincerely," followed by your name and signature.

Format for Complaint Letter:

Here’s a structured format for writing a complaint letter:

Your Name Your Address City, State, ZIP Code Email Address Phone Number

Recipient’s Name Recipient’s Position Company/Organization Name Company/Organization Address City, State, ZIP Code

Subject : (Complaint Regarding Specific Issue)

Dear (Recipient’s Name) / To Whom It May Concern,

Introduction : I am writing to formally complain about (briefly state the issue or problem). I am (your relationship to the recipient, e.g., a customer, an employee, etc.), and I have encountered (describe the problem in detail).

Details of the Complaint : (Provide a detailed account of the issue, including relevant dates, facts, and any previous communication related to the complaint.)

Desired Resolution :

I would like (state what you want to be done to resolve the issue, e.g., a refund, an apology, corrective action, etc.). I believe this action is fair and necessary given the circumstances.

Additional Information :

(Include any additional information that might support your complaint or help in resolving the issue, such as attachments or references.)

Conclusion : Thank you for your prompt attention to this matter. I look forward to your response and a resolution to this issue.

Sincerely, (Your Name)

Sample for Writing an Application for School Leaving Certificate in English:

Complaint letter samples.

Below are some complaint letter samples to help you understand how to format your complaint letter and guide you in writing one yourself.

Sample 1 – Issues with Garden Maintenance and Waste Disposal

Subject: Complaint Regarding Garden Maintenance and Waste Disposal

I am writing to express my concern regarding the poor maintenance of the garden and improper waste disposal in our community. Despite several requests, the garden has not been properly maintained, and waste disposal practices are not being followed.

Over the past few months, the garden has become overgrown with weeds, and litter is frequently left unattended. This not only affects the appearance of our community but also poses health risks.

I kindly request that immediate action be taken to address these issues. Regular maintenance of the garden and proper waste disposal are essential for maintaining a clean and pleasant environment.

Thank you for your attention to this matter. I look forward to a prompt resolution.

Sample 2 – Received a Damaged Product

Recipient’s Name Recipient’s Position Company Name Company Address City, State, ZIP Code

Subject: Complaint Regarding Damaged Product Received

Dear (Recipient’s Name),

I am writing to inform you about an issue with a product I recently received from your company. On (date of receipt), I ordered (product name) with order number (order number). Unfortunately, upon opening the package, I discovered that the product was damaged.

The damage includes (describe the specific damage, e.g., broken parts, scratches, etc.). I have attached photographs of the damaged item for your reference. Given the condition of the product, I would like to request (a replacement/a refund/another resolution).

Please advise on the next steps to resolve this matter. I look forward to your prompt response and a satisfactory resolution.

Thank you for your attention to this issue.

Sample 3 – Request for Installation of New Street Lights

Recipient’s Name Recipient’s Position Municipal Office/Department Name Office Address City, State, ZIP Code

Subject: Request for Installation of New Street Lights

I am writing to request the installation of new street lights on (specific street or location) in our neighbourhood. Currently, this area lacks adequate lighting, which has resulted in (mention specific issues, e.g., safety concerns, accidents, or difficulty in navigation).

The absence of proper street lighting poses safety risks for pedestrians and drivers, especially during the evening hours. To enhance the safety and security of our community, I kindly request that new street lights be installed at the following locations: (provide specific locations if possible).

I appreciate your attention to this matter and look forward to a prompt resolution. Please let me know if any further information or action is needed from my side.

Thank you for your cooperation.

To Test your Knowledge of Complaint Letter Format, Try these Tasks:

Write a complaint letter about a recent issue you faced, such as poor customer service or a faulty product. Include all essential parts like the date, recipient's information, and a clear explanation of the problem.

Review a sample complaint letter and identify the different sections, such as the introduction, body, and conclusion. Observe how each part helps in presenting the complaint clearly and effectively.

Take a poorly written complaint letter and rewrite it to improve clarity and formality. Focus on structuring the letter properly and using polite, professional language.

Now check out if you got them all right from the answers below:

1. Write a Complaint Letter

Date: (Current Date)

Recipient’s Name: (Recipient's Name) Company Name: (Company Name) Address: (Company Address)

Subject: Complaint Regarding Faulty Product

Dear (Recipient's Name),

I am writing to express my dissatisfaction with a product I recently purchased from your company. On (Date of Purchase), I bought a (Product Name) from your store. Unfortunately, the item has not met the expected standards of quality.

After using the product for only a few days, I noticed (describe the issue, e.g., that it stopped working, had a defect, or was not as described). This issue has caused considerable inconvenience, and I am disappointed with the product’s performance.

I kindly request a full refund or a replacement for the faulty item. I have attached a copy of the receipt and photographs of the product to this letter. Please advise on the next steps to resolve this matter.

Thank you for your attention to this issue. I look forward to your prompt response.

Yours sincerely,

(Your Name) (Your Contact Information)

2. Review a Sample Complaint Letter

Introduction: The introduction typically includes the date, the recipient’s details, and a brief statement of the complaint. This section sets the stage for the rest of the letter.

Body: The body of the letter provides a detailed explanation of the issue. It should clearly describe what happened, including any relevant dates, product details, and the impact of the problem. This section also includes a specific request for resolution, such as a refund or replacement.

Conclusion: The conclusion thanks the recipient for their attention and expresses hope for a prompt resolution. It may also include any attachments or additional information and ends with a formal closing.

3. Rewrite a Poorly Written Complaint Letter

Original Letter:

Dear Sir/Madam,

I’m not happy with the laptop I bought. It doesn’t work properly. I want a refund. Please sort this out quickly.

Regards, John Doe

Rewritten Letter:

Subject: Request for Refund Due to Defective Laptop

I am writing to formally complain about a laptop I purchased from your store on (Date of Purchase). The laptop, which is a (Laptop Model), has been experiencing several issues, including (describe specific problems, e.g., frequent crashes, battery issues, etc.), making it unusable.

Despite my attempts to resolve the problem through troubleshooting, the issues persist. Therefore, I request a full refund for the purchase. Enclosed are copies of the purchase receipt and a detailed description of the problems faced.

I would appreciate your prompt attention to this matter and look forward to a resolution at your earliest convenience.

John Doe (Your Contact Information)

If there are difficulties with these questions, watching a video on Formal Letter Writing can help clarify concepts and improve understanding.

Takeaways from This Page

This page provides a clear guide on how to write an effective complaint letter and what is the format of complaint letter. It covers the essential format, including how to structure your letter, what information to include, and how to express your concerns clearly and politely. By reviewing sample letters and learning the correct format, you can confidently write a well-organised complaint letter to address various issues, whether they are related to poor service or defective products. This helps make sure your complaint is handled properly.

FAQs on Complaint Letter Format: How to Write and Structure Your Letter

1. How To Write Complaint Letter Format?

A complaint letter format shows how to write a letter about a problem. It includes your details, the recipient's details, a clear description of the issue, and a polite closing. Following this format helps make sure your complaint is clear and gets noticed.

2. How should I start a complaint letter?

Start by writing your name, address, and the date at the top. Then add the recipient’s details and a subject line that explains the letter’s purpose. This helps the reader know who you are and why you are writing.

3. What should I include in the body of a complaint letter?

In the body, explain the problem clearly. Describe what happened, when, and any steps you have already taken. Provide all the details needed to support your complaint.

4. How do I end a complaint letter?

End your letter with a polite closing. Thank the recipient for their time and state what you want to happen next. Use a respectful closing phrase like "Yours sincerely," followed by your name.

5. Can I include attachments in a complaint letter?

Yes, you can attach documents that help support your complaint, like receipts or photos. Mention the attachments in the letter so the recipient knows to check them.

6. How formal should a complaint letter be?

A complaint letter should be formal and polite. Use proper language and avoid being casual or using slang. This helps ensure your complaint is taken seriously.

7. How detailed should a complaint letter be?

Your letter should have enough detail to explain the issue clearly but not be too long. Include important facts like what happened and when, but keep it brief and clear.

8. What Is The Format of Complaint Letter?

The format of a complaint letter typically includes:

Your Information: Your name, address, and contact details at the top.

Date: The date the letter is written.

Recipient's Information: Name, title, and address of the person or company you're writing to.

Subject Line: Briefly state the purpose of the letter.

Salutation: A respectful greeting, like "Dear Sir/Madam."

Body: A clear explanation of the issue, including relevant details and any actions taken.

Closing: A polite ending, stating what resolution you seek.

Signature: Your name and signature at the end.

9. Should I follow up on a complaint letter?

Yes, if you don’t get a reply after some time, send a polite follow-up letter or email. This shows you are serious about the issue and want to see it resolved.

10. How can I make my complaint letter more effective?

Make your letter clear and specific about the problem. Be polite, include relevant details, and suggest a reasonable solution. This helps ensure your complaint is addressed properly.

11. Is it important to keep a copy of my complaint letter?

Yes, keep a copy of your letter for your records. This helps you track what you’ve sent and provides a record if you need to follow up or escalate the issue.

12. What should I do if my complaint is not resolved?

If your complaint isn’t resolved, consider taking further steps. You might need to contact a higher authority or seek more help, like legal advice. Keep records of all communications.

The Complete Tutorial of Writing a Formal Complaint Letter

If you are reading this article perhaps you were recently disappointed or even angry with the service of a company. Or, you are just training to complete such tasks for educational purposes. Anyway, we are going to teach you how to write this kind of paper. So, in this article we will answer all possible questions about complaint letter format and we will give you exclusive tips that will be useful for you while writing.

Formal Complaint Letter in Questions & Answers

Q: How should I apply to the recipient?

A: It would be perfect if you find out the name of the CEO or another decision-maker. In this case you should write the name of the person you are contacting. For example:

Dear Mr. Black Dear Mrs. Swan Dear Ms. Queen

Caution: if you are not aware of the family status of a woman you are contacting, you should use the word “miss.” If you don’t know who exactly you are writing to you are allowed to use “Dear Sir/Madam.”

Q: Can I use the name of the company in the salutation?

A: Yes, you can. If you would like to use the name of the organization or the title of the specific department you should do this the following way:

Dear Terrible Company representative Dear Quality Control representative

Q: What is the complaint letter format?

A: You can stick to any format style provided that it is easily-readable. We suggest using these requirements:

• Font: Times New Roman, Arial, Calibri, 12 pt. Don’t use too fancy fonts so that your text is easy to read and understand.
• Spacing: double-spaced. This requirement is very important. You will have a better chance to make someone read your text when it is easy to perceive. Double spacing plays an important role in perceiving the text easily.
• Margins: 1 inch on all sides, aligned left.

Q: Should I send an email or a letter by mail?

A: You can send any of them if you are aware of the email of the company and the physical address. However, we recommend that you send the email for several reasons:

• Nowadays, it is a more popular way of communication.
• It is faster.
• You can do this at home.
• You will have the proof of your sending this mail if they “accidentally” lose it.

However, this way of sending a letter has its disadvantage: your letter can be counted as junk mail. To avoid the junk mail folder, mark your letter as important and write the topic of the letter “the consumer’s complaint.”

Q: How should I put the address on the letter?

A: Your letter should contain the information about your address (top lines aligned left) and the information about the address of the recipient (two lines below your address aligned right). It looks the following way:

4, Privet Drive St.(Address) London (city), Great Britain (country), WC2N (zip code) 31.10.2016 (date)

Mr. Riddle (name of a decision-maker) Chief Executive Officer (position held) 123, Horton St. (Street Address) London (city), Great Britain (country), WC5M (zip code)

Notice: You shouldn’t write your name at the beginning of your letter — put your name at the end of the whole text.

Q: What should I mention in my letter?

A: When you write a formal complaint letter you should add the following obligatory information:

• The accurate time and date when you were being harmed. You shouldn’t express the time with the words “noon,” “midnight,” “afternoon,” or anything of this nature. Write the approximate time (for instance, 12 A.M. or 3 P.M.).
• A laconic description of the incident. Your description should be short but detailed. So don’t write words that just express your annoyance. Include only those words that help the reader to understand the reason for your complaint.
• The person responsible for the incident. If you don’t remember, try to recall to mind at least the position of the person — however, it would be better if you remember the name.
• The place where all the events happened. If it is not a physical place (it could a website) you should also tell the details about it.
• Suggest your way to resolve the conflict. If you would like to receive amends you should mention it.
• Don’t send your letter at night. You will then worsen your chance to receive the reply as soon as possible. We recommend that you send it between 10 and 12 A.M.
• Stay calm. You can express your discontent emotionally to your family and friends but don’t do this in your letter. Otherwise, your offender won’t take you seriously. Also, you should know that aggression spawns aggression. If you would like to reach your goal and receive an apology, don’t be bellicose.
• Express your purpose clearly. If you want the company to just give their apologies to you, you should mention it. If you need to receive a new product, discount, or anything similar, you should clarify this.

Asking for Help

Do you still have some questions concerning complaint letter format or other types of letters, such as scholarship letters? Then read other articles on our blog, for example, What Can Really Help You to Complete a Scholarship Letter? or contact writingcheap.com and we’ll try to help you more.  Our service is able to provide students with a helping hand when they are in need. We offer you the ability to communicate with experienced writers that are capable of completing any assignment for you. Or, you can just ask for advice. Choose the type of cooperation that is appropriate for you. Visit us now!

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How to write a Letter of Complaint? (FCE, CAE, CPE)

This article provides information on how to write a letter of complaint correctly and what it consists of.  Although its content is mainly aimed at Cambridge exams , it can also be used for other purposes of learning English and writing letters of complaint.

Letter of Complaint: Definition

Sometimes when we order a product and it is received defective then we write a letter to the related person or company, complaining about the product.

Letter of Complaint: Structure/Format

Please have a look at this letter of complaint layout template example :

FCE, CAE, CPE

Practice, write & improve, letter of complaint: writing guide, step 1: salutation.

If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.

Dear Mr Jenkins

If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss , you can use Ms , which is for married and single women.

You should always be polite and respectful, even if you complain. A useful way to achieve it, especially in formal letters is to use ‘modal verbs’, i.e., would, could or should.

Step 2: The Introductory Paragraph

You should identify what the issue is and any relevant information that you believe is important. Include more details if it’s applicable to the situation.

I want to express my strong dissatisfaction with the service I received during a visit to your restaurant on…

Step 3: The next paragraphs (the body)

You can extend your thoughts and feelings further. Yet, be sure to stick with the facts and avoid putting emotions into your letter.

• Include t he time of the issue, location,   people involved and what the problem was.
• Any complaint should be supported with a justification: Complaint: I still haven ’t t received the goods. Justification: I sent you a cheque three weeks ago.

Step 4: Closing paragraph

Write how you want this problem to be solved.   You can also throw in some compliments about something you liked about their company’s product or service.

Yours faithfully {You name}

“Yours sincerely” or “Yours faithfully”?

“Yours sincerely” is typically employed in English when the recipient is addressed by name (e.g. “Dear John”) and is known to the sender to some degree, whereas “Yours faithfully” is used when the recipient is not addressed by name (i.e., the recipient is addressed by a phrase such as “Dear Sir/Madam”)

Practice Tests Online

Letter of complaint: example letters, letter of complaint: product damage, letter of complaint subject:.

You and a friend, Sam, bought some CDs to help you improve your English. You were not happy with the CDs and have decided to write to the publisher, CD World. Read the email from Sam and the advertisement for the CDs below, on which you have made some notes. Then, using the information appropriately, write a letter to CD World explaining why you bought the CDs, why you are dissatisfied and saying what you would like the company to do.

Student’s Letter of Complaint Answer:

Dear Sir or Madam,

I am writing to express my disappointment with the course of English language CDs which I purchased from your company a few days ago. I have a good theoretical knowledge of English grammar and I was hoping that your course would help me to improve my conversational fluency and my knowledge of business English, but I feel your product is unsatisfactory and your advertisement is misleading in several respects.

To begin with, your advertisement states that the course provides English conversation for pleasure and business. This naturally leads one to expect that there are commercial English conversations on the CDs, and yet no such conversations are included. In addition, the student is expected to listen and repeat the conversations, but there is not enough time to do this without constantly pressing the “pause” button. Finally, your advertisement gives the impression that the price for the whole course is 20 euros, whereas in fact the CDs cost 20 euros each. The total price is thus 120 euros. I feel this is, to say the least, somewhat misleading.

For these reasons, I am most dissatisfied with your product. I am returning the CDs and expect a full refund. I hope to hear from you soon.

Yours faithfully (your name)

Letter of Complaint: Hotel

You recently took a self-catering holiday in a luxury apartment, but the standard of the accommodation was very poor. The holiday company that you booked with have offered you some vouchers as compensation, but you have decided you would prefer a cash refund instead. Write a letter to the company outlining the problems you experienced with the accommodation and the action you want them to take.

Student’s Formal Letter Answer:

Dear Sir or Madam

I am writing to complain about the bad standard of accommodation during my last holiday. I booked this self-catering holiday last year in your travel agency. When I returned from my two-week travel last week, I immediately visited the agency to complain about my bad experiences.

Had I known that the accomodation would be so poor, I would have booked from the beginning a full-service holiday. What I expected was a luxury apartment with a small oven. Not only was the room dirty and full of bugs, but the shower was broken and unusable. To make matters even worse, there was no oven as I ordered it. Never before have I seen such a bad service at a self-catering holiday. You can imagine my anger when I had to eat out, smelling like a … Not surprisingly, I booked another room, though without oven but clean and with a working shower. Therefore this room cost a lot more than the other one and I had to go out eating.

My purpose in visiting the agency was to ask for compensation. The young lady who served me offered some vouchers as compensation. She advised me to take my time with the answer. I have decided to ask your company for a cash refund. Would a refund about 500 euros be too much to expect? I would like to ask you to have a look on my enclosed accounts. Seeing how much money I had to invest additionally will help you to decide what to do about the whole matter.

At the very least, I would like you to inform me of the action you will take with regard to my extra invested money. Unless adequate action is taken, I shall have no other option but to publish this letter in the local newspaper.

Yours faithfully, Ilona

Letter of Complaint: Holidays

You recently had a short holiday organized by TravelWise. The manager of the company sent you a letter asking to state the problems which had occurred during your vacation. Write a letter to the manager, explaining what the problems were and telling them what you want them to do.

Write your letter. Don’t include any postal addresses.

Dear Sir/Madam,

I am writing with reference to your letter, where you politely requested a feedback of my recent vacation organized by TravelWise. As you already know I was displeased with numerous points.

Firstly, the hotel I stayed was located in a run-down and dangerous neighbourhood, on few occasions I was approached by a drug dealer and a beggar. When it comes to the room it was completely different from what had been presented in your brochure. Dirt, darkness and rats were my company throughout the stay, I actually changed rooms few times, however it seemed all the rooms were in similar condition.

One of the reasons I had chosen your company was the free of charge spa and trips organized by your staff. It turned out that I had to pay extra for all of these services. And although it might be true that the water sports provided were amazing it does not change the fact my holiday was ruined by the above problems.

I must ask you to refund all the costs of my vacation including extra charge for spa and trips please.

I look forward to hearing from you soon.

Yours faithfully, Sam Smith

Letter of Complaint: Writing Topics

Letter of complaint topic: hotel.

You recently stayed at one of a chain of large hotels and encountered a number of problems during your stay. Write a letter to the company’s head office detailing the problems you had, describing what happened when you complained to the hotel staff and suggesting ways the company could improve its service.

(CAE 220-260 words – CPE 280-320 words)

Letter of Complaint Topic: Product

Letter of complaint topic: transport.

You recently travelled to work by train, and were appalled because the train was dirty and the canteen facilities were poor. Due to work on the tracks, your train failed to arrive at its destination on time, which made you late for work. You have decided to write a letter of complaint to the railway company, expressing your views and stating what you expect them to do about the problem.

Letter of Complaint: Tips

• Focus on the most important facts. Don’t give unnecessary background information.
• the reason for writing (e.g.  I am writing to  …)
• what went wrong
• what you would like to happen now.
• Complaint letters are usually written in a formal style.
• Use passives to be less direct and more formal, e.g.  I was served quickly .
• Use   Yours faithfully   to sign off if you don’t know the name of the person you’re writing to.
• Always proofread your letter after writing it, check for sentence structure, grammar, spelling mistakes…
• Proofread your letter again (and again) after you have revised it.
• Be respectful when you write, even if you are writing a letter of complaint.

Letter of Complaint: Useful Phrases & Language

Dear Sir or Madam, / To whom it may concern, I am writing to express my disappointment with/dissatisfaction with the service I received in… I would like to lodge a formal complaint against your company for the reasons outlined below: I feel compelled to write to you in order to describe the

Listing Problems

First of all, Not only was there a hair in my wife’s soup, but the main course also arrived cold. On top of that… As if that was not enough… To top it all off… My first complaint is  The first problem is  The first thing I would like to draw your attention to is  My first concern is The straw that broke the camel’s back was…

Complaining Expressions

The standard of the… was not up to scratch. The… was not up to the expected standard. The… left a lot to be desired. The… failed to live up to our expectations. We were left bitterly disappointed by… The quality of the customer service we received was woefully inadequate. The… was an absolute disgrace. (v.strong) Overall, our visit to your (restaurant) was an unmitigated disaster from start to finish.

Requesting Action

It seems only fair that you should… (offer a full refund) I would appreciate it if you… I would be grateful if you… I suggest that you replace the item I therefore suggest that I be given a full refund I would be grateful if my money was refunded I would be grateful if you could give me a full refund Should these demands not be met, you will be hearing from my lawyers. I expect to receive compensation to the tune of (€2000) for the…

Making Recommendations

I strongly recommend that your organisation… It would be advisable to… I suggest re-evaluating your procedures regarding…

I look forward to receiving your reply. I look forward to hearing from you I look forward to receiving a full refund I look forward to receiving a replacement I look forward to receiving your explanation I expect to receive a prompt reply to this letter. Yours faithfully,

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IELTS Complaint Letter: Model

Below is a model IELTS complaint letter which is estimated at band score 9. People taking the GT writing paper will be expected to write a letter for their writing task 1. That letter should be over 150 words. Complaint letters are one of the most common types of letters that you can be expected to write.

You bought a TV a week ago but when you got home you discovered it did not work properly. You called customer service to report the problem but you have not yet received any help. Write a letter to the company and in your letter: introduce yourself explain the problem and state what action you would like from the company

Model IELTS Complaint Letter Band 9

The letter below will show you how to organise information into paragraphs and extent information to create a high band score IELTS complaint letter. Note that this is a long letter. People who are below band 9 should not aim for this. It is usually better to aim between 170 and 190 words. Long letters also don’t increase your score. However, I wanted to show you examples of how ideas can be expanded and for this reason, this sample letter is longer than normal.

Dear Sir or Madam,

I am writing this letter to report the faulty TV that I purchased from your company on Tuesday last week.

My name is John Davidson and I am one of your frequent customers. I live in Woodstock and have been using your services and buying your products for the last 11 years.

On Tuesday, 12th June, I visited your store to purchase a TV. I bought a Toshiba LED TV which has the code 40L675B40. On purchasing this TV, I was assured that this was the latest model and the best there was to buy. However, when I got home I discovered that not only did the remote controls not work but also the quality of the picture was not as good as promised, in fact it was quite blurry. I called your customer service department immediately on Tuesday and they assured me that my TV would be replaced or fixed within two days. I am disappointed to say that this has not happened and I have received no communication since then.

I am exceedingly displeased with both the quality of the product I purchased from your company as well as the poor  service I have received since. I hope this problem will be resolved promptly. I expect to receive a replacement TV or have my current TV repaired but only if it could be fixed within a day.

I look forward to hearing back from you immediately.

Yours faithfully,

Mr J H Davidson

Recommended for GT IELTS Writing Task 1

Click below:

Essential Tips for IELTS GT Letters: Writing Task 2

Practice IELTS Letters to practice at home

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Kindly help review this

I write to complain to you about a TV I purchased recently from your store in Lincoln. I had previously phoned the customer support desk to complain about the gadget but I am yet to receive a reply hence I decided to send in this letter. My name is Azimi Yakub, I am a frequent shopper at your electronic shop in Lincoln where I have purchased several gadgets. I could be contacted at [email protected] . Last week Tuesday, I bought a 72-inch plasma TV with purchase ID P0002346 for the sum of $250. However, upon using it, the TV does not come up immediately it is switched on, I would have to press the power button a couple of times or hit the TV at the back with my palm before it powers on. While I understand that electronic gadgets can sometimes be damaged from the factory, I kindly request a retrieval and replacement of the TV as my warranty on it is still active for a year. I appreciate your kind consideration and look forward to your reply.

Yours faithfully, Azimi Yakub

Hi Liz, may I request you to have a look at the letter I wrote. Any feedback will be highly appreciated and will help me a lot in my prepration. Thank you for your youtube lessons.

Dear Sir or Madam, I am writing to complain about the Samsung TV, which was bought three days ago from Walmart. I will start by first introducing myself. My name is Ram Prasad, a resident of the city of Mississauga. I am currently a student at Sheridan college, pursuing Business administration finance course. I bought a Samsung 32’ inch LED TV three days ago and when I came home and tried turning it on, I noticed that the television does not respond to the remote control that comes with it. I tried putting in new batteries and even bought a new TV console, but the problem still remains the same. I called customer service the same day and they opened a service ticket (59487) for me, and I was promised a technician would be here the following day to fix the issue. I still have not heard anything back from them and the service number is always busy. Could you please have a look into this matter and send a technician at your earliest convenience, as my parents are visiting me next week and father is fond of watching TV. I look forward to hearing from you. Yours sincerely, Ram Prasad.

I don’t usually give feedback. But I will mention too points. If the instructions ask you to introduce yourself, the introduction information is in relation to the aims of the letter and the person you are writing to. It is of no importance at all to someone dealing with customer service complaints what subject you study. That information is irrelevant. Also check your understanding of the passive voice. When you write “the TV, which was bought three days ago”, the use of passive voice here means that the person doing the buying (which is yourself) is not important in the sentence. But that is not the case at all. It is essential that you make it clear – you bought the TV. So, the use of the passive voice is actually a grammar error.

Thank you for the feedback much appreciated!

Greetings from sunny Romania. We are a class of 11th grade students and you have helped us immensely. It might be sunny outside, but because of you, it’s even sunnier in our hearts. We wish to express our gratitude for your teachings. In moments of difficulty and sorrow, we turn to you. Thank you and multumesc from the bottoms of our sun-filled hearts.

P.S. don’t reject our comment or we’ll cry. 🙁

How can I miss such a sweet comment? I’m glad my lessons bring some joy. I want people to enjoy learning because it’s such a positive thing to do in life. And I don’t think preparing for IELTS should be stressful, it should be challenging but enjoyable. Greetings to your class and to all in Romania – such a lovely country 🙂 Wishing you all the best, Liz 🙂

I am writing this letter to express my disappointment about my last purchased TV online order which was received two days ago under my name, Mohamed Ali, loyal card ID number 32133. First of all, I was taken aback when I unpacked the Sony TV carton, The TV LED screen was cracked at the top left corner with clear internal damage. Additionally, it has been shipped without a remote control device and some invaluable accessories such as a wall mount bracket and holders plus the power cable. By no means certain that the TV would function well, not only do I think this is because of its dysfunctional, but also because of its old brand version and availability of the needed spare parts. Therefore, I contacted your after-sales services to stake a claim and report the incident. Unfortunately, no one responded to my calls and e-mails as promised in your advertisement to cover any warranty claims. It should not be taken for granted that your company would prioritize its customer satisfaction and fulfillment anymore. Consequently, you are kindly requested to refund my money as I have already shipped the TV back to your address with the DHL tracking number DW25328764. Thank you for your prompt attention to this matter and I look forward to hearing from you soon. Yours faithfully Mohamed Ali.

Hey Elizabeth, I just wanted to ask that if we have to write a letter to our friend but the name of the friend is not mentioned in the question. What we will write in our very first line of letter e.g Dear ??

I will be very thankful to you if you can answer that.

You should imagine a name: Dear Tom See this page: https://ieltsliz.com/ielts-letter-writing-essential-tips/

Dear sir My name is Louis Fateza and I am your loyal customer I since 3 years when I am purchased your brand products and yours products have a better quality since 9 months but now in your brand quality has some issues. And now I bought a Tv two months ago form your shop it’s model has LG DEo DF 278 PRMZ I am extremely disappointed to purchased your TV When , I opened Tv the tv screen given blurred and looked like a greeny screen the speaker of Tv is also not working properly I called your customer service department the better reply is not found within two or three days .I am disappointed to say that this not happened .

I hope this problem solve immediately and provides a better reply form yours I except to receive a replacement or have my current TV repaired. Thanking you Yours faithfully Louis Fateza

Dear Sir, My name is Jacob, and I am a technical manager. I am writing this letter to inform you regarding a defective TV that I had ordered from your company’s website a week ago.

On January 15th, I had ordered a 75” Samsung Ultra-OLED TV on your company’s website, and got it delivered in a seal-packed carton, yesterday. However, upon turning on, it has turned out to be a defective piece. Upon turning it on, black checker-boxes appear, and only the green colour appear. Upon checking at your website, I found out that this is a usual defect in this series and needs repair or replacement. I called and even wrote to the customer-service, but the team has refused to create a Service Request

Hence, I request you to urgently look in this matter and assist me as the refund period is expiring. I seek immediate replacement or refund. I shall request for a revert within next 72 hours failing which, unfortunately, I shall have to raise this matter with the local consumer court and seek additional penalty for the sub-par service. The details are enclosed.

Yours Faithfully,

Dear Sir, I am Adam Gill, who is long time loyal customer of your company’s product. I am writing to complain about faulty TV set which I bough last week on 5th October from town plaza shop. I bought 52-inch smart Magma TV and requested for home delivery which got delivered next day. After I turned ON the TV, I found that it was not able to connect to Wi-Fi because of some software issue. I immediately called to the customer care and followed their instruction to reset the TV, however it didn’t resolve the issue. After this they told me that they will send the technician to fix this issue, but its more than a week and no technician showed up yet. I didn’t expect this type of service from a reputed company like yours. I want to request you to either exchange this faulty TV with the new one or refund the money without any further delay. If no action is taken from your end to resolve this issue, I will be bound to take this matter to court. I hope to hear back from you soon. Yours faithfully, Adam Gill

I am a lifelong customer of the Samsung Brand. I am writing to complain about my recent purchase of a Samsung 36-inch TV, model number 9XWRV.

When I opened the box reaching home, I found some minor scratches on the TV screen. As I plugged in the supply I found a dark spot on right down corner. At first, I ignored that but as I used it for two days, the dark spot started expanding, and now it almost has covered ten percent of the TV screen. I complained about the problem to your customer service one week before, they told me that our technician will come there to fix the problem, but still I have not found any progress.

I would like your kind office to prioritize my complaint and fix the issue, I would recommend to provide me new TV rather than fixing the old one.

I look forward to hearing from you.

Dear Sir/Madam,

My name is Peter Darson and i m your loyal customer since 5 years from now and enjoyed your products and service since then

I m writing this letter to you to complain about the TV which I bought from your store last week on Sunday.

It was a latest LG Smart TV P6758 with smart Wi-Fi and other smart features.This TV was purchased on offer price when the offer was valid. I was very happy that I got a latest model with smart features in such a low price. But to my surprise, TV starts to blur in 3 days from the date of purchase and also some of the smart features are also not functional. I tried everything to fix it myself but failed to do so after number of attempts following catalogue/manual instructions. Then I contacted Technical Supports Department to help sort out the issue on prompt basis and comforted me that they will fix it in a day. Nevertheless, I did not heard back from then since then. I m now very disappointed with your services and the products which you offer.

Kindly do the needful to fix this problem in a day or two or else replace it with a new one before this matter gets escalated to the higher management.

Hope the concern will be solved on urgent basis.

Yours Sincerely Peter Darson

I am writing in connection to a TV purchased one week ago, most exactly on 27th June.

let me introduce myself, my name is Lina Munoz, one of the frequents and loyal customers, I have been in your establishment during 5 years since I moved to this area, because I really like the the variety and the quality of the products which you provide.

As I mentioned before I bought a TV which was the last LG generation with high quality according to the seller was one of the best options in the market, I was pretty happy because that was just that I was looking for. However, when I got home, and I try to use it, it works well, but after 10 minutes on, half of the screen became completely dark, I reboot it but when it was on again the screen looked the same, so I decided to call immediately to your technique support to report the issue and they promised me to repair it and give it back in 3 days, but I have not received any response from them.

So I would like to ask you if you can fix it or change it for a new one as soon as possible, and make sure this issues will not happen again.

I look forward a prompt solution from you.

yours faithfully,

Hi Liz, can you tell me please if looks good or if I missed something? thank you

I am writing this letter to report a problem regarding the TV that I purchased from your showroom last week.

My Name is Nasir Nawaz, your frequent customer for almost a decade. I have purchased various electronic households from you but never had such a bad experience.

I purchase a Television set from your shop last tuesday, 2nd April. It was Sony LED with product code L40367898. while I was purchasing, I was informed of its high defintion picture quality. However, as soon as I reached home and switched-on the TV, the picture was quite blurry and experience was miserable. SInce it was provided with warranty and upon contacting your helpline, I was assured to pick it from my place and get it repaired in a day’s time but I have been waiting since then.

I want an immediate action from your end in order to replace the faulty TV set or get it repaired by tomorrow. Else I would be compelled to escalate it to your company headquarters as well as post my experience on social media also. So, i urge you to act on urgent basis to fix this matter ASAP.

I will be looking forward to hear from you soon.

Yours Faithfully, Nasir Nawaz

Dear Sir/Madam, I am writing this letter to express my utter dissatisfaction for the online purchase of play station on Tuesday Last week. To begin with, I have ordered this product on 25th March 2021 and got delivered at my home on 31st March. Along with the dispatch order I also received the invoice for this for which I also got the warranty for 5 years on this from the date of the purchase. Unfortunately, on purchasing this I was assured that this was the latest model and the best there was to buy. However, when I tried to install this with my android Tv, I discovered that the quality of the product was not that good as promised. Lastly, at the time of purchase its clearly mentioned on the portal that it should support all platforms but now its not working. Finally, I would like to request please either refund my money or exchange this at the earliest and deliver it to home. Hope you will take my complaint in to consideration and will get this resolved ASAP. Looking forward to hearing from you soon. Yours faithfully Rohit Dogra

This is Kyle Wong, and I am writing to report a problem with a TV that I purchased from your store last week. I bought a Sony Bravia, model X27 on 12 October 2020 from the store on Charing Cross road. My invoice number is SBO10769.

I am sorry to inform you that the TV’s volume functionality is not working properly. The TV, by default, starts on maximum volume and the ‘volume down key’ is unable to lower it. I am able to switch between multiple channels and the remote also seems functional. Therefore, I suspect that something is wrong with the internal volume control circuitry of the television.

I noticed this problem on the same day that I purchased the TV and immediately called customer service to report it. I was promised to be paid a visit by one of your technicians. A week has passed since then and I have not yet received any assistance. Therefore, I would like to request you to send customer service personnel for help as soon as possible. I look forward to hearing back from you immediately.

Yours sincerely, Kyle Wong

I am writing this letter to inform you regarding a failure on a product that i purchased from your company.My name is Linda Luxwell and I have bought a 55″ Samsung HD television from your Glenroy store on last Wednesday 22nd of November.My invoice number is DC7475858 and on that day my sales assistant was Jamis.

The television was not there in original condition as I have noticed.Oftenly I request to open the packaging in front of me before I acquire something valuable.However I trusted your well known brand name and the goodwill of your company.In addition to that the audio and visual cabals which should connect with DVD player ,have been broken. It is very sad to ought to say that I attempted in several times to get contacted with your customer service department and seek a reasonable response ,However they repeatedly neglected this complain and eventually telephone line was disconnected by them.

In order to rectify this faults , I would like to request to allocate a member of your maintainance section immediately.I have not been able to watch the television for last seven days even after paying a significant amount of money. Hence I appreciate if you could replace another tv from same category until I get this repaired.

It is crucial to give your prompt attention on this issue, If not I will have to take necessary legal actions against to your company.

yours faithfully

Mashi Peters

Dear Sir / Madam,

My name is John, and I am writing in to seek a resolution on a defective product I bought last week (October 12th) at your Victoria Road outlet.

Having purchased the Samsung LED Smart TV, I proceeded to follow the manual to set it up. The TV seemed to be working fine until I tried switching to ‘Movie Mode’ when the screen blanked out completely. I could still hear the audio in the background without any visuals appearing.

I have been trying to get hold of Customer Support since then, but I have not heard back despite following up with multiple emails to the Samsung Service Centre and calls to the Automated Customer Support line.

Since ‘Samsung Purchase Warranty’ extends for a month from purchase – till November 12th – it would be helpful if you could replace the defective product with a new one.

Additionally, I am enclosing herewith a copy of the receipt that contains Purchase Date, Product Code and Invoice Number along with the Warranty card with the validity period clearly outlined.

I am earnestly looking forward to a favorable response to this disappointing experience.

Yours Sincerely, John

Hello Liz, There’s a visible displeasure in the tone of your letter, which should definitely be the case with regards to a complaint. But I wrote it first without looking at your letter and mine was more of a firm request sans major discontent. Will I be marked less for not showing my emotions aptly?

Not at all. It’s completely up to you if you wish emotions or not in a complaint letter. However, showing displeasure is normal if something that should work doesn’t work causing you problems. So, really, your tone will depend on what the problem is that you are reporting. But remember, this is a complaint letter, not a request letter.

My name is Mahmoud JD. I live in Newyork city, telephone number: **********. I have purchased a television from your storge a week ago, receipt number: 220654R.

I am facing a problem with the television wifi connection, since it is a smart TV, it should have an automatic wifi connection feature, which is already mentioned in the catalog of the TV. Once you operate it you must go through the settings to activate the manual connection option which is I believe there is a problem with the wifi chip and the hard-drive inside the TV.

I have raised a complaint for almost a week. Even though I paid for the insurance and periodic maintenance fees until now no action has been taken from your side. Although I have the right to request an immediate refund in terms of company and consumer policy. I rapidly demand a replacement for this TV otherwise, I will raise a complaint to the top management and request money back.

Best Regards.

Mahmoud JD.

i have a question, in your second sentence which goes as “My name is John Davidson and I am one of your frequent customers. . I live in Woodstock and have been using your services and buying your products for the last 11 years”.

instead of that mentioning the address after the name;-

if i wrote “my name is John Davidson and i Live in Woodstock. I am one of your frequent customers and have been using your services and buying your products for the last 11 years”.

could you elaborate why you have mentioned the address in the subsequent sentence not with name sentence

Because it makes no difference at all in IELTS. If the information is given in the same paragraphing it is fine.

Thank you Liz for your prompt response. i hope you are doing well

Thanks Liz for all the resources available for this writing test 1 lessons. I would, however, like to ask if it is fine to include address and if this attracts a penalty or adds to the word count.

It would add to the word count – all words written on the answer sheet lines are counted. It would be unnecessary information and I don’t recommend you do it.

Dear Smith, I’m writing to report that the TV set I bought from your shop last week malfunctioned.

My name is Smith and I’m resident at simbock in the yde vi municipality. I have be your regular customer for the past two years and this has never happened.

I purchased a 50inches Hisense tv from your shop last week Tuesday, 22nd July, 2023. Before paying for this tv I was made to understand it’s the best quality I could find in the market but unfortunately when I reached home the remotes didn’t work. in addition to the faulty remote, the graphics were quite poor. I immediately called the customer service line and was told I will be given a different tv that meets my expectations but I as write, I haven’t heard from anyone again. I would appreciate if the tv is replaced before today ends or I will be happy to return the tv and my money given back to me. I am looking forward to hearing from you regarding this issue as soon as possible. Yours sincerely, Smith

We have used as many as 11 times the word “I” Is it appropriate?? Please reply quickly🙏

Of course it is fine. Some words will be repeated. Not every word needs to be paraphrased. Choose the words you wish to keep the same and paraphrase those that can be easily and well paraphrased.

Hey Liz You told taht letter to your boss is formal. So we have to use Yours faithfully. But in one of your sample paper, you have used Yours sincerely. I guess you have not makde a clear difference between formal and semi formal letter. Regards

You seem to have misunderstood. Yours sincerely and Yours faithfully are both used for formal letters. See this page: https://ieltsliz.com/ielts-letter-writing-essential-tips/

Hi, Liz, how are you? What do you think of my letter? is it ok if I make a joke, for instance, about my TV not being so smart? Thanks.

Dear Sir/Madam, My name is Sarah Lynch. I have been a frequent customer of your shop for a very long time and I am always pleased with the services you offer. Last week I bought a 40 inch LG Smart TV for my daughter´s room but I am sorry to say that the TV doesn´t seem very smart to me. For some mysterious reason it will not connect to the wifi as it should. At the beginning I thought I was doing something wrong but after speaking to customer service and tried all sorts of tricks they told me to, we came to the conclusion that the device is indeed falty and needed to be replaced. The conversation with customer service was a week ago and although they promised to get in contact again the next day to arrange the pickup and exchange, I still haven´t heard back from them. I would very much like to get this issue sorted so please reverse back to me as soon as possible. You can find my contact details under my frequent shopper ID number 1022457. I look forward to hearing back from you. Yours faithfully, Sarah Lynch (18 min – 194 words)

Dear Sir/Madam, I am writing this letter in regards to the television I purchased a week ago from the Brentwood store. My name is Isabelle Franco and I am one of your frequent customers. I live in the Brentwood area and have been using the products of your brand since the last 10 years. As mentioned earlier, I purchased the television from the Brentwood store, I made the payment in store but had asked for a drop-home service for the television. The television that I chose was working well at the store but to my surprise when I set it up at home the screen displayed black and white vision. I tried contacting the customer service to report the problem regarding the television but unfortunately, I still haven’t received any support till the very moment. I have been disappointed by the service and product. I request you to get this repaired and if need be it would be the best to replace the product at the earliest. I am looking forward for a prompt help.

Yours faithfully, Isabelle Franco

Hello Liz The sample letters written on this blog have no address, is it the style for writing letters for IELTS

It is a language test, not a real letter. You do not need an address or a date or a reference.

Firstly, I wanted to thank you for all the tips and knowledge about this test. It’s been really helpful.

I have a question about signing off and name at the end of the GT writing task 1. Are these words counted too in the word count (150)?

Each word you write on the lines of the answer sheet will be counted.

Dear Sir, A letter of complaint I am Farls Davidson, a daily customer of your shop. I am writing to draw your attention about the goods that are been sold in the store. Recently (10th February 2020), I purchased a Television from your shop and I was extremely disappointed to find that it does not function well. Even though, I requested the staff members to open the Television 📺 in the shop, they refused it in a way that never have done, Therefore, I was in a ❓doubt, but since I trusted your quality service, I never expected that such a dissatisfaction would occur. To make matters worse, when I ☎️ dialed the consumer hotline, I found that the customer service is worst as when I complained about the television 📺, no one paying attention on me as they simply passing the telephone call over one another for fun which was such an embarrassment to me. Therefore, I kindly to look 👀 in to my matter and I would we grateful if you could refund my 💲money back or else replace the 📺television with a well functioning software operation. In addition, as a loyal customer, I trust the situation would improve if a new set of staff employees are recruited so that future sales 📈 could also be increased. In conclusion, I hope 🙏 we could sort out this matter amicably and I believe that I will not have to take any 📝legal action towards this afore mentioned ⚠️issue. Thank you. F.Davidson

Hi! I would be grateful if you could read this letter writing ✏️ of mine and inform me regarding the errors and the marks that I could possibly recieve. Thank you for your immense support

Sorry, I do not provide a marking service.

Hi Liz, In first bullet point it says to introduce yourself and you have written a good sentence to introduce your self. Before reading your sample answer I wrote this letter myself. For the first bullet point I just wrote my name in introductory paragraph and then I wrote a whole paragraph to introduce myself. What do you think of my answer please?

Thanks, Yasir

The introduction of yourself needs to be appropriate for the aims and style of the letter and also be appropriate for the person you are writing to. A complain letter is formal in nature – this means the introduction of yourself is short, formal and without any descriptive flourishes.

Will we be penalized if we go over the word counts for the GT Writing Tasks? What are the recommended word counts for both the GT Writing Tasks?

There is no penalty for being over the word count. But it does not help your score at all. It means you might produce more errors in language and deliver a less focused piece of writing – those two points might lower your score. See this page for all information and tips: https://ieltsliz.com/ielts-writing-task-1-lessons-and-tips/

You mentioned that “Name” should not be given in the body of the letter. However, I noticed that the very first line of your letter is having the name as – My name is John Davidson.

Could you please help to explain.

There are no fixed rules. You are looking for black and white rules. IELTS have only limited rules about writing and it doesn’t include small detail like that. Mostly it is advice that teachers give you. It is not necessary to have the name twice in a letter.

hi liz when question say introduce yourself .should we use our real name? or any name.

God bless u. thanks.

The letter is fictional.

I recently attempted one of your questions of an informal letter about staying over with a friend while on a holiday vacation, Kindly help me rate my work.

Dear Sam, It was a great experience to have stayed over at your place on my holiday trip to London. I had been eagerly waiting to meet you, after we had parted our ways on graduating.

The moment I stepped into your house I felt a sense of joy and warmth as it always did even during our graduation. I had always wanted to experience London as a destination for vacation. My visit to London had been an eventful one. I got to see the great Big Ben, that reminded me of the story of, “Dr. Jekyll and Mr. Hyde”, all thanks to the lovely hop-on bus tour you had booked for me. I especially enjoyed the evenings spent with you at the Tower Bridge. We recounted our funny, witty and embarrassing moments we encountered during our graduation, and the lovely bond of friendship we had developed over time.

As a special gift I am sending a collage, capturing all the lovely moments we had spent during my visit to London for a holiday at your place.

I hope to see you soon.

Your’s Samantha

Hi Liz Please rate my letter below – its about forgetting my wallet after a week long trip with a friend

I must say that the week we spent has actually made me feel refreshed out of my hectic work schedule. All thanks to you for organising it.

The trip was indeed full of adventure and now when it is over I realise how tiring it was. I did not wake up during my entire return journey. But ironically the moment instepped at my home i realised, while unpacking, that i have forgotten my wallet in your hand bag. Needless to say that it is difficult to stay without the wallet as i have all my ID proofs and bank cards in it.

Henceforth I would request you if you can courier the wallet via Bluedart as disclosing the details of the wallet to them. I would be highly great full. I am hereby mentioning my address for your convenience.

Hoping to meet soon.

Yours Lovingly Richa

Hi, In my opinion, this letter needs to be an informal one , but has a formal tone in the end “I would request”, “for your convenience” . Some spelling errors that can be avoided if you proof read your essay “great full – grateful”.

Your content is good. Good luck.

Hi Liz/Rashmi

Any comments on the below letter

Asking for a reference from a teacher

Dear Kajal Man

Hope you in good hewlth. I am writing this letter to you to inform about my job placement and also request you for acting as a reference

I am placed with an FMCG gaint – a multinational headquartered at Switzerland. I will be a part of their India business in sales team as Sales Officer. As this is going to be my first job I could not find a better reference than you as you are someone with whom i have worked quiet closely during my college days. You would be in a better position to tell them about me.

This reference is extremely important to for various reasons. Firstly it is my first job and it will help me in defining my career path. Secondly this is one of the dream companies I always desired to be associated with. So when asked about a reference i can definitely look up to you.

For reference they can ask you about my performance in college, my personality traits and also about my take on life. I am sure your would give them a positive feedback about me. Your little contribution would make huge difference to me.

Thanks & Regards Richa

Is it ok to combine the first point with the opening statement? As in your model letter above, the personal introduction has been included in the opening statement, which, in this case is technically the best way to go at it. But in other cases, is it acceptable?

Also, the first paragraph is rather brief compared to the other two. Could this risk getting a lower band score?

Thanks in advance,

Letters do not have paragraphs of equal length. As long as you add information where necessary and expand in the right places, it’s fine. Sometimes the opening line might contain some of the required information – not common in formal letters though.

That explains it well Liz. Thank you once again.

Cheers, Shailesh

Firstly thank you for your selfless contribution. You are really a saviour for the students like me who want to achieve high score in IELTS but somehow lacks in one or other aspect.

There is a question in my mind- Can there be varying length of the paragraphs as written above? I am bit confused as this is not the case in task-2.

You do not need paragraphs of equal length in task 1. The marking criteria are not the same for task 1 as they are for task 2.

Hello Liz ma’am I am confussed about it. In formal letters,Do we need Subject line to mention. Salutations should be on right side or left side.

The letter should be written exactly as you see it above. This is a letter for a language test, not a real letter.

Hello Liz…. Have you any mock test sample for preparation.

There’s one free full IELTS test on the British Council IELTS website. My website contains free lessons, tips, model answers, topics etc. Go to the HOME page to learn how to open those lessons or use the RED MENU BAR at the top of the website. My lessons help you develop skills and build essential awareness.

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How and When to Write Complaint Letters

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  At some point, you will have a bad experience with customer service. Some employee in a restaurant, airport, or retail store will botch a simple task, causing you no end of inconvenience and embarrassment. You will be moved to write to upper management to express your displeasure. But before you write that letter and send it to me to be proofread, let me offer you a word of advice.

That word is: Don’t.

If you have been subjected to a genuine injustice, such as not getting your merchandise, or if your experience indicates an institutional problem that needs to be corrected, such as illegal, unethical, or reckless action by the company, then you deserve to be heard.

Unfortunately, most complaints that cross my desk leave me sympathizing with the put-upon employee rather than the customer, even though the customer is paying me for my services. No matter how plainly he may see himself as the victim, there’s something about the act of complaining that often makes the customer, even in his own account of events, seem spoiled and unreasonable, something no amount of editing can fix (even awesome Proofreadingpal.com editing).

Get a free sample proofread and edit for your document. Two professional proofreaders will proofread and edit your document.

So if you need to blow off steam, your best bet is probably telling your story to sympathetic friends and family.

However, if you want action to result from your logical, substantial complaint, here are a few tips to help craft your message.

Remain polite. To achieve a positive outcome, it’s important to keep your perspective. Remember, nobody sets out to provide poor service; most bad experiences arise from a mismatch between customer expectations and employees who unknowingly promise more than they can deliver. Don’t ascribe to malice what can be adequately explained by ignorance. Don’t judge character. Focus on actions. Don’t say in your complaint, “The cashier is a low-life jerk,” but rather, “The cashier spoke rudely to me.”

Know the specifics (but don’t overdo it). When describing your experience, include details that will help management verify your account, such as the date, time, and location of the incident and the names of any parties involved. But keep your story brief and direct. Don’t provide a word-for-word transcript of your conversation, even if you have it on video.

Don’t overshare. Focus only on what the company could have prevented. Be wary of including unflattering details, lest you undercut your own case.

Have an endgame in mind. The first response of the person reading your letter is likely to be: “What do you want me to do about it?” Anticipate the question. If you believe you are owed an apology, say so. If you think you deserve to be compensated for your time and trouble, let them know. If you think there’s a pattern of discrimination or unethical behavior that should be addressed, suggest a change in policy.

Keep your expectations reasonable. There will probably be no monetary compensation without legal action (see below). More likely you’ll be offered a voucher or discount of some kind. And don’t demand that someone be fired. It seems petty, and it personalizes what may very well be a problem of policy.

If you have grounds for a lawsuit, file one, but don’t threaten. The vast majority of disgruntled customers who threaten legal action never follow up, and companies know it. Companies don’t pay monetary damages in response to the threat of a lawsuit—only in response to the thing itself. There’s no reason for a company to take such a threat seriously, so don’t waste your time posturing. Lawyer up right away.

With these solid goals and expectations, you can write a letter of complaint with the best chance of being heard and eliciting a desirable response.

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How to Write a Complaint Email: Helpful Guide

Did you know that the first recorded complaint letter dates back to ancient Egypt, written over 3,800 years ago? It seems that voicing discontent through written communication has been a timeless endeavor. Fast forward to the digital age, and the art of crafting a compelling complaint email remains just as crucial. Whether you've received a faulty product, experienced subpar service, or encountered any other issue, mastering the art of writing a complaint email can be your ticket to resolving problems effectively.

How to Write a Complaint Email: Short Description

In this guide, we'll explore the art of crafting a persuasive complaint email, guiding you through key elements and valuable tips to ensure your concerns are heard and addressed. You'll learn when and how to write a complaint email, a step-by-step approach to structure your message effectively, and essential tips to strike the right tone while remaining specific and factual. Additionally, we'll emphasize the importance of offering solutions and include a real-life example complaint letter to illustrate these concepts in action.

What Is a Complaint Email: Decoding the Concept

Now, you might be wondering what exactly is a complaint email and how it can help you. Well, think of it as your friendly superhero in the realm of customer communication! A complaint email is a powerful and engaging way to express your concerns or dissatisfaction about a product, service, or any experience you've had. Instead of bottling up your frustrations, a complaint email empowers you to speak up in a constructive and assertive manner.

Imagine this: You've received a faulty product, experienced subpar service, or faced any other issue that's bothering you. This is where the magic of a complaint email comes into play. It's like sending a signal to the other party, letting them know you have something important to say. By crafting a complaint email, you're not only venting your concerns but also giving the recipient a chance to understand your perspective and make things right.

When to Write a Complaint Email: The Right Time for Expressing Concerns

Knowing when and how to write an effective complaint letter can make all the difference in resolving issues effectively. Imagine this scenario: You've encountered a problem, and it's bothering you enough that you can't shake it off. Well, that's your cue! When you find yourself facing a situation where you've:

• received a faulty product
• experienced poor customer service
• encountered billing errors
• or any other issue that's affecting your experience negatively

... it's time to unleash the power of your complaint email. Timing is essential! Don't let your concerns simmer for too long. As soon as you notice a problem, it's best to address it promptly with a well-crafted complaint email. This way, you can ensure that the issue is fresh in your mind, and you can provide clear details to the recipient. Waiting too long may result in the problem being less vivid, and your complaint email may not have the same impact.

Remember, there's no need to be hesitant about writing a complaint email when it's justified. It's your right as a customer to express your concerns and seek a resolution. So, don't hesitate to take action or use our essay writing service to craft a perfect email when you encounter a situation that calls for it!

Types of Complaint Email

In a world where customer feedback holds immense power, the art of crafting a well-written complaint email example has become an essential skill. To master this art, let's explore the diverse types of complaint emails:

• Professional Complaint Emails : These are written on behalf of an organization or company and are more work-related in nature. They typically address issues related to products, services, or interactions within a business setting.
• Personal Complaint Emails : These are written by individuals to express dissatisfaction with a product, service, or experience. Personal complaint emails are often used when dealing with issues as a customer or consumer.
• Formal Complaint Emails : These emails follow a more structured and professional format. A formal complaint letter is usually addressed to higher authorities, such as supervisors, managers, or customer service departments, and demands a serious response.
• Informal Complaint Emails : These emails are more casual in tone and language. They are often used when addressing minor issues or seeking a quick resolution.
• Vendor or Supplier Complaint Emails : These emails are directed to a vendor or supplier when there are problems with the goods or services they have provided.
• Customer Service Complaint Emails : These are written to express dissatisfaction with the service provided by a company or to report a negative customer service experience.
• Billing or Payment Complaint Emails : These emails address issues related to incorrect billing, overcharges, or problems with payment processing.

Complaint Email Examples

In this section, we'll provide you with three different types of complaint email examples, each tailored to address specific situations. From expressing disappointment with a recent purchase to voicing concerns about customer service experiences and addressing issues with vendors, these examples will equip you with the right language and structure to confidently articulate your grievances.

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How to Write a Complaint Email: A Step-By-Step Guide

Are you frustrated with a recent customer service experience? Have you encountered a product or service that failed to meet your expectations? Composing a well-structured complaint email can be a powerful tool to express your concerns and seek a resolution. While the specific approach might vary based on the recipient and the nature of the problem, certain fundamental steps are essential to ensure your message is clear and effective.

In the following sections, our experts, who you can pay for essay writing assistance, will walk you through the step-by-step process of how to start a complaint email that includes a succinct summary of your experience, crucial details about the issue at hand, and your preferred resolution.

Greet the Recipient

When starting complaint letters, it's essential to address the recipient properly. Use a respectful and courteous tone, especially if you are addressing a customer service representative or a company executive. If you have a specific contact name or email address, address the email directly to that person. However, if you don't have a specific name, use a generic greeting such as 'Dear Customer Service Team' or 'To Whom It May Concern.'

• Research for a Specific Contact: Whenever possible, try to find the name and email address of the appropriate person to receive your complaint. This personalized touch can show that you've taken the time to address the issue directly to them.
• Stay Polite and Professional: Regardless of how frustrating the situation may be, maintain a polite and professional tone throughout your email. Avoid using offensive language or being overly emotional, as it may detract from the credibility of your complaint.
• Use a Clear and Descriptive Subject Line: In the subject line, briefly state the nature of your complaint. This will help the recipient understand the purpose of your email right away and prioritize its importance.
• Include Relevant Information: Provide any relevant information, such as your account number, order number, or transaction details. This will help the recipient identify your specific case and expedite the resolution process.

Elaborate on Your Issue

After addressing the recipient, clearly and concisely explain the reason for your complaint. Be factual and objective while explaining the problem, avoiding emotional language that may obscure the actual problem.

• Use Chronological Order: Present the events leading up to the problem in chronological order. This helps create a coherent and easy-to-follow narrative.
• Attach Supporting Evidence if Applicable: If you have any relevant documents, photos, or screenshots that support your complaint, consider attaching them to the email. This evidence can strengthen your case and provide a clear picture of the issue.
• Avoid Blame-Game: While it's important to explain what went wrong, refrain from assigning blame or making accusations. Stick to the facts and focus on the problem itself rather than targeting individuals.
• Keep It Concise: While providing necessary details is crucial, avoid making your email excessively long. Get to the point without unnecessary elaboration, ensuring the recipient can quickly grasp the essence of your complaint.
• Use a Constructive Approach: Frame your explanation in a constructive manner. Instead of solely pointing out what went wrong, consider suggesting potential solutions or improvements to resolve the issue.

Recapitulate Your Experience

Once you have explained the problem in detail, it's essential to provide a concise summary of your overall experience. This serves as a powerful reminder of the significance of your complaint and reinforces the importance of finding a resolution.

• Keep It Brief: Your summary should be brief and to the point. Focus on the most critical aspects of your experience without reiterating the entire explanation.
• Highlight Main Points: Emphasize the main points that contributed to your dissatisfaction or concern. This could include aspects like product defects, unsatisfactory service, or miscommunication.
• Connect to the Problem: Link the summary to the problem you explained in the previous step. This connection reinforces the validity of your complaint and ensures that the recipient understands the context.
• Express Your Feelings: While maintaining a factual tone, briefly express how the experience made you feel. This can include feelings of frustration, disappointment, or inconvenience.
• Avoid Repetition: Ensure that the summary adds new information or insights rather than repeating points already mentioned in the email.
• End with Impact: Conclude the summary by reiterating the significance of the issue and its effect on your overall experience. This reinforces the urgency for the recipient to address the matter promptly.

Articulate Your Preferred Outcomes

After explaining your problem and summarizing your experience, it's crucial to clearly outline the specific outcomes you seek from your complaint. This step serves as a clear indication of what you expect from the recipient and helps set the stage for a satisfactory resolution to your issue.

• Be Specific: Clearly specify the results you desire. Whether it's a refund, replacement, compensation, or a resolution to a service-related problem, be precise in stating your expectations.
• Provide a Reasonable Request: Ensure that your desired results are reasonable and proportional to the issue you encountered. A fair and logical request in complaint email examples increases the likelihood of a positive response.
• Use Positive Language: Frame your desired results in a positive and constructive manner. Avoid making demands or using negative language, as it may hinder a cooperative response.
• Explain the Benefits: If relevant, explain how your proposed resolution would benefit both you and the company. A win-win solution can be more appealing to the recipient.
• Stay Flexible (if possible): While stating your desired results, be open to negotiations or alternative solutions. Demonstrating flexibility can lead to more productive discussions.
• Set a Reasonable Deadline: If applicable, suggest a reasonable time frame within which you expect a response or resolution. This helps establish a sense of urgency and ensures your concerns are addressed promptly.

Enclose Relevant Supporting Documentation

In a complaint email, providing evidence to support your claim can significantly strengthen your case and increase the chances of a successful resolution. Depending on the nature of your complaint, consider attaching relevant supporting documents that validate the issue you've raised.

• Order and Organize: Arrange your supporting documents in a logical order so they are easy to follow. Label each document clearly to indicate its relevance to the specific issue.
• Include Purchase/Order Information: If your complaint involves a purchase or an order, include copies of receipts, order confirmations, or invoices to verify the transaction.
• Capture Screenshots (if applicable): If your complaint pertains to an online transaction or a digital experience, take screenshots to illustrate the problem. Highlight any error messages, technical issues, or discrepancies.
• Photographs: If your complaint involves a physical product or service issue, take clear photographs that demonstrate the problem or defects.
• Communication Records: Include copies of any relevant email exchanges, chat logs, or written communication you had with the company or individual involved in the issue.
• Witness Statements (if applicable): If there were witnesses to the problem you encountered, consider including their statements or contact information to validate your claim.
• Expert Opinions (if relevant): In certain cases, seeking the opinion of an expert or professional in the related field can add weight to your complaint. Include their assessment, if available.
• File Format: Ensure that your attached documents are in a commonly accessible file format, such as PDF, JPG, or PNG, to ensure ease of viewing.

Express Your Desired Resolution

After presenting your complaint and supporting evidence, it's essential to be clear and specific about how you would like the issue to be resolved. This step outlines your preferred course of action and facilitates the recipient's understanding of your expectations, enabling them to work towards a satisfactory resolution.

• Be Explicit: Clearly state the outcome you desire. Whether it's a replacement, refund, repair, exchange, or any other resolution, be explicit in your request.
• Offer Alternatives (if applicable): If there are multiple ways the issue can be resolved, present them in a respectful manner. This shows your willingness to cooperate and find a mutually agreeable solution.
• Request Timely Action: Express the importance of timely action in resolving the problem. Setting reasonable deadlines can help expedite the process and demonstrate the urgency of the matter.
• Stay Polite and Respectful: Maintain a polite and respectful tone throughout this section. Demanding or using aggressive language may hinder the chances of a positive response.
• End on a Positive Note: Conclude this section by expressing your hope for a prompt and amicable resolution. Thank the recipient for their attention to the matter.

Indicate Your Preferred Response Time and Method

While learning how to write a complaint email, it's crucial to specify your expectations regarding the recipient's response. Clearly outline the timeframe within which you hope to receive a reply and indicate your preferred method of communication.

• Specify Response Timeframe: State a reasonable timeframe within which you expect a response. This could be a specific number of days or a reasonable business timeframe (e.g., within 3 business days).
• Choose the Preferred Communication Method: Indicate your preferred method of communication for the response. It could be via email, phone call, or any other means that you find convenient.
• Express Appreciation: Thank the recipient for their attention to your complaint and for addressing the issue promptly.
• Follow Up if Necessary: If you haven't received a response within the specified timeframe, consider mentioning that you may follow up on the matter if needed.
• Stay Courteous: Maintain a courteous and professional tone while expressing your expectations for their response.

Complete the Email

Now if you're wondering how to end a complaint email, it's key to conclude it with a courteous closing and your name. End the email on a positive note, expressing appreciation for the recipient's attention to your concerns. You can also browse through some effective conclusion paragraph examples for ideas.

• Choose a Polite Closing: Use a courteous closing such as 'Sincerely,' 'Thank you,' or 'Best regards.'
• Sign Your Name: Include your full name at the end of the email to provide a personal touch.
• Consider an Email Signature: If applicable, use an email signature with your contact information, job title, or any other relevant details.
• Reiterate Appreciation: Express gratitude for their time and attention to your complaint. A polite and thankful tone leaves a positive impression.

Edit and Proofread

Before hitting the 'send' button on your complaint email, take a moment to carefully review and edit your message. A well-crafted and error-free email conveys professionalism and enhances the likelihood of a positive response.

• Check for Clarity: Ensure that your email communicates your complaint and desired resolution clearly. Make any necessary adjustments to improve the overall flow and coherence of your message.
• Review for Tone: Double-check the tone of your email to ensure it remains respectful and professional. Avoid any language that could be perceived as offensive or aggressive.
• Verify Accuracy: Confirm that all the details, such as dates, times, and relevant information, are accurate. Inaccuracies could lead to misunderstandings or delays in resolving the issue.
• Spelling and Grammar: Thoroughly check your email for spelling mistakes, grammatical errors, and typos. A polished and error-free email reflects well on your attention to detail.
• Consistency: Check for consistency in your writing style, formatting, and use of language throughout the email.
• Read Aloud: Consider reading your email aloud to catch any awkward phrasing or unclear sentences.
• Test Links and Attachments: If your email contains links or attachments, verify that they work correctly and are relevant to your complaint.
• Address the Recipient Correctly: Double-check that you've addressed the recipient correctly, using the appropriate name or title.

Extra Tips for Writing a Complaint Email

Crafting an effective complaint email, such as an article critique example , requires careful consideration and a strategic approach. Here are four additional tips to enhance the impact of your message:

• Use Bullet Points: To enhance clarity and make your email easier to read, consider using bullet points to present key details or specific instances related to the problem. This complaint letter format helps the recipient quickly grasp the main points of your complaint.
• Include Customer Loyalty: If you are a loyal customer or have a long-standing relationship with the company, mention it in your email. Highlighting your loyalty can remind them of your value as a customer and may prompt a more attentive response.
• Highlight Relevant Policies: If your complaint relates to a violation of company policies or terms, refer to these policies in your email. This reinforces the legitimacy of your concerns and demonstrates your knowledge of your rights as a customer.
• Cite Social Media Influence: If you have a considerable social media following or are active on relevant platforms, politely mention that you plan to share your experience online. This can encourage the recipient to address your complaint promptly to avoid negative publicity.

Incorporating Some Helpful Words and Expressions

When unsure how to write a complaint email effectively, here are some useful words and phrases that can be helpful:

• 'Unsatisfactory': 'I am writing to express my dissatisfaction with...'
• 'Inconvenience': 'The situation has caused a great deal of inconvenience for me.'
• 'Defective': 'I received a defective product/service.'
• 'Miscommunication': 'There seems to have been a miscommunication regarding...'
• 'Discrepancy': 'I noticed a significant discrepancy between what was promised and what was delivered.'
• 'Unresponsive': 'Despite multiple attempts, I have received no response from your customer service team.'
• 'Neglect': 'I feel neglected as a customer due to the lack of attention to my issue.'
• 'Inadequate': 'The resolution provided was inadequate and did not address my concerns.'
• 'Unsatisfactory resolution': 'The proposed resolution does not meet my expectations.'
• 'Appalled': 'I am appalled by the level of service I have received.'
• 'False advertisement': 'Your advertisement misled me regarding the product/service's capabilities.'
• 'Inaccurate billing': 'I noticed an error in the billing statement that needs to be rectified.'
• 'Failure to comply': 'Your company failed to comply with the terms and conditions outlined in the contract.'
• 'Wasted time': 'I have wasted valuable time trying to resolve this matter without success.'
• 'Lack of transparency': 'I am concerned about the lack of transparency in the company's practices.'

In a nutshell, writing a complaint email gives you the voice to address issues effectively. Follow these steps to craft a powerful message: be clear, concise, and courteous. Your well-crafted email can pave the way to a satisfactory resolution. Give it a try and take charge of your concerns today!

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When Do I Need to Write a Complaint Email?

How long should a complaint email be.

Annie Lambert

specializes in creating authoritative content on marketing, business, and finance, with a versatile ability to handle any essay type and dissertations. With a Master’s degree in Business Administration and a passion for social issues, her writing not only educates but also inspires action. On EssayPro blog, Annie delivers detailed guides and thought-provoking discussions on pressing economic and social topics. When not writing, she’s a guest speaker at various business seminars.

is an expert in nursing and healthcare, with a strong background in history, law, and literature. Holding advanced degrees in nursing and public health, his analytical approach and comprehensive knowledge help students navigate complex topics. On EssayPro blog, Adam provides insightful articles on everything from historical analysis to the intricacies of healthcare policies. In his downtime, he enjoys historical documentaries and volunteering at local clinics.