What is Formal letter for Complaint?
Writing a letter of complaint
can be tricky, but the most important thing to remember is to be direct
and tasteful. No one will take your complaint seriously if you are
ranting and raving. Take a look at this example complaint letter for
ideas on how you should approach writing a letter of complaint.
[Your name]
[Your address]
[Email and/or phone]
Dear Manager
Re: COMPLAINT ABOUT [INSERT NAME OF PRODUCT OR SERVICE] PURCHASED AT [INSERT BUSINESS NAME] ON [INSERT DATE]
State that you have a problem with goods or services bought from the business at a particular location and date and that you want the problem fixed.
Explain the key details of the problem including when you discovered it and any other steps you’ve already taken to get it fixed, such as a telephone call or a visit to the store. Note who you spoke to and any results of your efforts.
State that you have enclosed copies of relevant documents, such as a receipt of bank statement for proof of purchase.
State the steps you want the business to take to fix the problem.
State that you expect to hear from the business with a solution by [insert date or within 10 days]. Describe what you intend to do if the business fails to fix the problem—such as making a formal complaint to the ACCC or the consumer protection agency in your state or territory.
List your business and after hours contact details.
Yours sincerely
[Your name]
Enclosed: Copy of the receipt for [insert name of product or service]
Here is a sample formal complaint letter:
From:
Fatima Adam
P45, Regal Apartments
Pennsylvania
To:
Mr. Abraham Khan
Customer Service Manager
Alpha Zip Electronics
Pennsylvania
19th April, 2010.
Ref: Formal Complaint Letter
Dear Mr. Khan,
I am writing to issue a complaint regarding a recent product purchase. On 12th April, 2010 I purchased a Juicer Mixer Grinder with a serial no. 194582 and product model no. is D3906 from one of your outlets for the amount of $130.
The product is not working properly. The grinder blades are blunt and while running the mixer the machine becomes very hot in few seconds. One of the juicer attachments was broken. I complaint three time at your customer service center but no action has been taken till date.
I called at your customer service center for three times but so far did not get any solution of my problem. Though I shop many times from your outlets but never faced this kind of trouble ever.
I request you to kindly look into the matter and resolve my problem as early as possible. Enclosed is the copy of the bill and my complaint no. is 25632.
Thank You,
Sincerely,
Fatima Adam
Encl: 1. Copy of the Bill
An Example Complaint Letter
If you have a complaint, help is on the way!
If you want to learn more about writing a
letter of complaint, read our ebook "How to
Write a Letter" today.
What to include in a complaint letter
When writing a complaint letter you should:- describe your problem and the outcome you want
- include key dates, such as when you purchased the goods or services and when the problem occurred
- identify what action you’ve already taken to fix the problem and what you will do if you and the seller cannot resolve the problem
- ask for a response within a reasonable time
- attach a copy of any supporting relevant documentation such as a receipt or invoice.
Complaint letter template
Below is a complaint letter template. You can use this outline, or our email template (link sends e-mail), to help you write a complaint letter (although you may wish to vary it to fit your particular problem).[Your name]
[Your address]
[Email and/or phone]
Dear Manager
Re: COMPLAINT ABOUT [INSERT NAME OF PRODUCT OR SERVICE] PURCHASED AT [INSERT BUSINESS NAME] ON [INSERT DATE]
State that you have a problem with goods or services bought from the business at a particular location and date and that you want the problem fixed.
Explain the key details of the problem including when you discovered it and any other steps you’ve already taken to get it fixed, such as a telephone call or a visit to the store. Note who you spoke to and any results of your efforts.
State that you have enclosed copies of relevant documents, such as a receipt of bank statement for proof of purchase.
State the steps you want the business to take to fix the problem.
State that you expect to hear from the business with a solution by [insert date or within 10 days]. Describe what you intend to do if the business fails to fix the problem—such as making a formal complaint to the ACCC or the consumer protection agency in your state or territory.
List your business and after hours contact details.
Yours sincerely
[Your name]
Enclosed: Copy of the receipt for [insert name of product or service]
Here is a sample formal complaint letter:
From:
Fatima Adam
P45, Regal Apartments
Pennsylvania
To:
Mr. Abraham Khan
Customer Service Manager
Alpha Zip Electronics
Pennsylvania
19th April, 2010.
Ref: Formal Complaint Letter
Dear Mr. Khan,
I am writing to issue a complaint regarding a recent product purchase. On 12th April, 2010 I purchased a Juicer Mixer Grinder with a serial no. 194582 and product model no. is D3906 from one of your outlets for the amount of $130.
The product is not working properly. The grinder blades are blunt and while running the mixer the machine becomes very hot in few seconds. One of the juicer attachments was broken. I complaint three time at your customer service center but no action has been taken till date.
I called at your customer service center for three times but so far did not get any solution of my problem. Though I shop many times from your outlets but never faced this kind of trouble ever.
I request you to kindly look into the matter and resolve my problem as early as possible. Enclosed is the copy of the bill and my complaint no. is 25632.
Thank You,
Sincerely,
Fatima Adam
Encl: 1. Copy of the Bill
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