Complaint Letter Example
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Recipient's Name],
Subject: Complaint Regarding [Product/Service] – [Order/Service Number]
I am writing to you as a valued customer of [Company Name] to formally lodge a complaint regarding the recent purchase of [specific product/service], which is order number [Order/Service Number].
On [Purchase Date], I purchased [product/service description] from your online store. Unfortunately, I have encountered several issues that I believe warrant your immediate attention:
1. Quality Issue: The product arrived in a damaged condition, with visible signs of impact that suggests it was mishandled during transit.
2. Incorrect Item: The item I received was not the one I ordered. Instead of the [ordered item], I was sent a [incorrect item description].
3. Late Delivery: The delivery was significantly delayed, with the package arriving [number of days] after the promised delivery date.
4. Customer Service: The customer service team has been unresponsive to my attempts to resolve this issue via email and phone calls.
I expect that [Company Name] will address these issues promptly and efficiently. Specifically, I would like the following actions taken:
A full refund for the incorrect item and the cost of shipping.
A replacement of the damaged product, if available.
An apology for the inconvenience caused.
Improved communication and customer service practices to prevent future occurrences.
I would appreciate a response to this matter within 10 business days. Please contact me at [Your Email Address] or [Your Phone Number] to discuss this further.
Thank you for your time and assistance. I look forward to a satisfactory resolution to this matter.
Sincerely,
[Your Name]
Common Questions and Answers Related to Complaint Letters
1. What should I include in a complaint letter?
Answer: A complaint letter should include your contact information, the company's contact information, a clear subject line, a brief introduction of the issue, a detailed description of the problem, the expected resolution, and a polite closing.
2. How should I address the recipient in a complaint letter?
Answer: Address the recipient by name if possible (e.g., "Dear Mr. Smith"). If you don't have a name, use "Dear Sir/Madam" or "To Whom It May Concern."
3. What should I do if the company doesn't respond?
Answer: If the company does not respond within a reasonable timeframe, follow up with a polite reminder. If there is still no response, consider escalating the complaint to a supervisor or using alternative channels like social media or consumer protection agencies.
4. How do I write a polite yet assertive complaint letter?
Answer: Use a professional tone, express your concerns clearly and concisely, and state your expectations without being aggressive. Avoid using slang or offensive language.
5. Should I send my complaint letter by email or mail?
Answer: Both are acceptable. Email is faster and more convenient, but if you need a record of the communication, sending a letter by mail may be preferable.
6. What if the company offers a refund or replacement but I want more?
Answer: Politely explain your position and why you feel a more comprehensive resolution is necessary. Be prepared to negotiate if needed.
7. Can I include a copy of the original invoice or receipt in my complaint letter?
Answer: Yes, including a copy of the invoice or receipt can provide additional evidence of your purchase and help the company process your complaint more efficiently.
8. How long should I wait before following up on my complaint letter?
Answer: Wait at least 710 business days before following up. If you haven't received a response by then, send a polite reminder.
9. Can I include my contact information in the subject line of my email complaint?
Answer: While it's not necessary, including your name or relevant details in the subject line can help ensure your email gets noticed.
10. What should I do if the issue is a safety concern?
Answer: If the issue poses a safety risk, report it immediately to the company and also contact relevant regulatory authorities. Keep a record of all communications for potential followup actions.
