How to Write a Letter of Complaint

Writing a complaint letter? It might seem hard. But it's often the best way to fix a problem. Got a broken product? Bad service? A good complaint letter can make all the difference. This is how you can write one.

Why Bother Writing a Letter?

It's easy to send a quick email. Or post a bad review. But a real letter? It means more. Here’s why:

• It's Official: You have proof of your complaint. Dates, details, everything.
• Shows You Care: Writing a letter shows you're serious. You want a real fix.
• They Ask for It: Many companies need a written complaint before they help.
• Goes Higher Up: Your letter can get to the boss if needed.

The Right Way to Write: Complaint Letter Format

Follow this format. It makes your letter clear and professional.

1. Your Info

Start with your name, address, phone number, and email. So they can reach you. Simple!

Example:

Jane Doe
123 Main Street
Anytown, CA 54321
(555) 123-4567
[email protected]

2. The Date

Write the date. It helps keep track of things.

Example:

October 26, 2023

3. Who Gets It?

Write the name, title, and address of who you're sending it to. If you don't know a name, use "Customer Service Department."

Example:

Customer Service Department
ABC Company
456 Oak Avenue
Anytown, CA 67890

4. Say Hello

Use a formal hello. "Dear Mr./Ms./Mx. [Last Name]" works well. Or, "Dear Customer Service Department."

Example:

Dear Customer Service Department,

5. What's It About?

A clear subject line helps. "Complaint About Broken [Thing] - Order #12345."

Example:

Subject: Complaint Regarding Defective Coffee Maker - Order #67890

6. The Main Part

This is where you explain your problem. Here's how:

• Say Why You're Writing: "I'm not happy with a coffee maker I bought on October 1."
• Give Details: Dates, times, what went wrong. No feelings, just facts.
• How It Hurt You: "The coffee maker leaked and ruined my counter."
• What You Want: A refund? A new one? Be clear.

7. Say Goodbye

End politely. "Sincerely," "Yours sincerely," or "Respectfully" are all good.

Example:

Sincerely,
Jane Doe

8. Your Signature

Sign your name above your typed name.

9. What Else?

If you include receipts or photos, say "Enclosed: Copy of Receipt, Photograph of Damage."

Tips for a Great Letter

Want a better chance of getting what you want? Try these tips:

• Be Short and Sweet: Get to the point. Don't ramble.
• Just the Facts: Give details. Avoid guessing.
• Stay Calm: Even if you're mad, be nice. Don't yell in your letter.
• No Feelings: Just the facts, ma'am.
• Be Fair: You can complain, but be reasonable.
• Keep a Copy: Make a copy before you send it.
• Send It Right: Use certified mail. You'll know they got it.
• Check Back: If you don't hear back, call or email.

Complaint Letter Examples: Let's Look at Some

Need some help? Here are some examples.

Example 1: Broken Product

[Your Contact Information]
[Date]
[Recipient's Contact Information]

Dear Customer Service Department,

Subject: Complaint Regarding Defective Coffee Maker - Order #67890

I'm not happy with a coffee maker I bought on October 1, 2023, order number 67890. The model is XYZ-123. I bought it online.

The first time I used it, it leaked. Water went everywhere. I followed the instructions, but it still leaks.

I can't use it, and my counter is damaged. I want a refund for the coffee maker, and money for the counter. I've attached photos and my receipt.

Please help me fix this. Call me at (555) 123-4567 or email [email protected].

Sincerely,
Jane Doe

Enclosed: Copy of Receipt, Photograph of Damage

Example 2: Bad Service

[Your Contact Information]
[Date]
[Recipient's Contact Information]

Dear Manager,

Subject: Complaint Regarding Poor Service at [Restaurant Name] on October 20, 2023

I'm writing about the bad service at [Restaurant Name] on October 20, 2023, around 7:00 PM. I was with three friends.

The server was slow and didn't pay attention. They messed up our orders. One friend got the wrong food. Another was missing something. The server didn't care.

It ruined our dinner. I want some money back. I've been a customer for years. Please fix this.

Call me at (555) 987-6543 or email [email protected]. Thank you.

Sincerely,
John Smith

Example 3: Wrong Bill

[Your Contact Information]
[Date]
[Recipient's Contact Information]

Dear Billing Department,

Subject: Complaint Regarding Billing Error - Account #987654321

I'm writing about a mistake on my bill, number 987654321. I was charged $100.00 for something I didn't get.

The bill says I had a service call on October 10, 2023. But I wasn't home that day. I didn't ask for anyone to come. It's a mistake.

Please check this and take the charge off my bill. I've attached a copy. Please fix this quickly.

Call me at (555) 555-1212 or email [email protected]. Thanks for your help.

Sincerely,
Sarah Jones

Enclosed: Copy of Bill

What to Do Next

Sending the letter is just the first step.

• Keep Track: Write down when you talked to them, who you talked to, and what you said.
• Ask the Boss: If they don't help, ask to talk to someone higher up. Or complain to a consumer group.
• Get a Lawyer? If nothing works, you might need a lawyer.

You Can Do It!

Writing a good complaint letter is a useful skill. Follow the format, be clear, and keep trying. A good letter can get you what you want. Remember, be patient. Be clear. You've got this!