Complaint Letter Examples – Firm and Forthright Complaint Letter Examples

| April 24, 2012 | 0 Comments

Our complaint letter examples are written with one intention in mind – to get results. There is a specific approach to be taken towards complaint letter writing, one that must be followed if you want your complaint heard, and to be taken seriously. Writing a nasty, scathing letter will get you nowhere, it will most likely end up in the trash can. In the worse case scenario you could be the object of legal action if your letter contains slanderous or untrue accusations. Any unsavory situations can be avoided however by using our complaint letter examples.

How to Use Our Complaint Letter Examples 

Though the object of a complaint letter is to bring a negative experience to the attention of a business or person, you’ll notice that our complaint letter examples are written in a positive, constructive manner. The old adage that “you’ll catch more flies with sugar than vinegar” applies here. Complaint letters should also be honest and to the point. A long, whiny letter will get you nowhere. Most important is that your letter of complaint is factual! It may be tempting to embellish a fact or two to emphasize your point or strengthen your case, but doing so will only damage your credibility.

To give you a step-by-step demonstration of the proper method to compose a complaint letter, let’s break down one of our complaint letter examples, and analyze it one section at a time.

Follow the Format of Our Complaint Letter Examples

Our complaint letter examples are written in a standard business format. You can also use this format to send your complaint by email, simply leaving out the heading and using the body only. The heading and body of our complaint letter examples are explained below.

The first thing you’ll need to do is address the letter to the proper person or department. Large businesses usually have a dedicated customer services department to which your complaint letter should be addressed, while if it’s a smaller company or sole proprietor you are contacting, the letter should be addressed to a particular individual.

Heading 

The heading of a complaint letter consists of your address and contact info, the date the letter is written, and the name and address of the company or person you are sending the letter to. That information is positioned in the left margin of the page beginning in the top left corner as follows:


Mr. Sam Elliot
42 Unhappy Avenue
New York, NY
002001
Tel: 212-098-7654

January 3, 2003

Customer Services Department
Superb Online Sports Co.
2001 Broadway
New York, NY
002001

Salutation and Body

Begin the body of your complaint letter with a salutation. If you know the name of the individual you are writing the letter to use their full name, if it is a large company you can use Sir or Madam.

Your first paragraph should model our complaint letter examples, getting right to the nature of your complaint. State the issue you have with the services or product you received, and containing pertinent information such as thee date and time of the incident, where it took place (store location or online ordering), the name of the person who served you, what product or service you were purchasing, your order number or account number if you have one, order reference number, and any other information you can think of that will that will lead to a speedy resolution. It might look something like this:

Dear Sir/Madam,

On December 17, 2002 I ordered a pair of soccer boots for my son as a Christmas gift. I received my order promptly on December 21, though when I opened the package I discovered that one of the boots was missing the cleats. Because there were only a few days left before Christmas, I was forced to purchase another pair of boots at a local sporting goods store so that my son would not be disappointed on Christmas morning. The boots I ordered were item 219SBB8W, and the reference number for my order is 73456711.

The subsequent paragraph should state how you would like the situation resolved. If it was poor service you received, you could request an apology, and perhaps some sort of financial compensation in the form of a voucher you could use in their shop or online. If, as in this one of our complaint letter examples it was a faulty product, request a replacement product with the company to pay for any costs you may incur in returning the damaged goods, or as in this case, a complete refund. You might say:

As there was no time to return the boots and have a new set shipped before Christmas, I would appreciate if you could credit my account #44433211(or Credit Card number) for the amount of the boots, plus the shipping costs for returning them. 

In closing, thank the reader for their attention to the matter, and if you have something positive to say about the company, individual, service, or product, by all means do so. You may wish to continue doing business with them, so it is wise to settle the issue on good terms. Mistakes are made, and products are sometimes faulty, so being gracious and understanding will go along way to ensuring an amicable and quick resolution, and a continued mutually beneficial business relationship. For example you could say:

It is unfortunate about the timing of my order and the regrettable flaw in this particular product. Your goods are always of excellent quality, and would have been my first choice otherwise. I appreciate your kind and prompt attention to this matter, and if you need to contact me please feel free to do so by telephone at 212-098-7654 or via email at selliot@email.com.

Sincerely,

Sam Elliot

Your completed complaint letter would then look like this:

Mr. Sam Elliot
42 Unhappy Avenue
New York, NY
002001
Tel: 212-098-7654

January 3, 2003

Customer Services Department
Superb Online Sports Co.
2001 Broadway
New York, NY
002001

Dear Sir/Madam,

On December 17, 2002 I ordered a pair of soccer boots for my son as a Christmas gift. I received my order promptly on December 21, though when I opened the package I discovered that one of the boots was missing the cleats. Because there were only a few days left before Christmas, I was forced to purchase another pair of boots at a local sporting goods store so that my son would not be disappointed on Christmas morning. The boots I ordered were item 219SBB8W, and the reference number for my order is 73456711.

As there was no time to return the boots and have a new set shipped before Christmas, I would appreciate if you could credit my account #44433211 (or Credit Card number) for the amount of the shoes, plus the shipping costs for returning them. 

It is unfortunate about the timing of my order and the regrettable flaw in this particular product. Your goods are always of excellent quality, and would have been my first choice otherwise. I appreciate your kind and prompt attention to this matter, and if you need to contact me please feel free to do so by telephone at 212-098-7654 or via email at selliot@email.com.

Sincerely,

Sam Elliot

To ensure a speedy and satisfying resolution to your complaint Download This One of Our Complaint Letter Examples and tailor it to suit your personal requirements.

Tips and Useful Sentences you Can Use with our Complaint Letter Examples:

  • Always keep a copy of your letter and photocopies of any documents you send with it.
  • Keep your letter concise and to the point. A letter that is clear and easy to read will help you to get a speedy resolution.
  • Maintain a friendly and cooperative tone in your letter and stick to the facts.

Category: Complaint Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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