How many times did you get frustrated with wrong or defective products that you ordered? How do you feel when you see any wrong practices that are happening around you? Most of the time, we do not take the right action to solve the issues. However, the most effective way is to write a complaint letter to the concerned authorities addressing these issues if the issues can’t be solved thru’ email or phone conversation.

Sometimes, it may be found that the concerned authorities are not aware of the issues. If somebody informs them about the problems, they may take action.

In the school syllabus, writing a complaint letter is a part of letter writing skill.

Since it’s a formal letter, you need to strictly maintain the prescribed format to write a complaint letter.

Table of Contents

1. Why should you write a complaint letter?
2. Tips to write a complaint letter
3. Format of a complaint letter
4. Worked out examples and free downloads
5. Conclusion

 

Would you like as a video? Watch below:

 

Why should you write a complaint letter?

Each of us has to face a lot of unwanted situations, wrong-doings, grievances and resentments arising out of the wrong products or services.

Below are the most common reasons why you should learn how to write a complaint letter:

• It is a written record for future reference and legal proof
• Raising your concern about unfair things which are happening around you.
• Lodging a complaint against the wrong products or services that have been delivered to you
• Delaying in delivery and wrong address or wrong invoice
• Informing the authority of any organisation to let them know about the wrong practices by their staff / employees
• It’s a fundamental right to seek justice against any injustice
• It encourages other troubled customers to take proper action
• As a responsible citizen, it’s your duty to highlight the wrong-happenings around you

There are lot more reasons to write a complaint letter. If you know the format and rules, you can get the confidence to write any type of complain letters.

 

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Tips to write a complaint letter

Follow the below tips to write a complaint letter in a proper way:

1. Strictly follow the prescribed format of a formal letter to write a complaint letter.
2. Though you’re disappointed and hence writing a complain letter, your language should be moderate. Don’t use any abbreviation and slang language.
3. Write in a precise and specific way. Focus directly to the issues concerned to write the complaint letter and it should have a clear objective.
4. Write the main content of your letter in short paragraphs as far as practicable.
5. Mention the date and location of your purchase
6. Indicate the problem of the product or any mistake in billing, warranty etc.
7. Let them know how you would like them to resolve your issues
8. Specify the target date within which you would look forward to get reply or solution to your problems
9. Attach all the relevant transaction documents as ‘enclosure’ at the end your complaint letter
10. Include your name and contact detail very clearly to get a quick response from the recipient
11. Choose the subject line carefully so that it can cover the summary of the letter.
12. Don’t use any emotional or informal words.

 

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Format of a Complaint Letter

Complaint letter is a part of formal letter. Hence, it should follow the prescribed format of a formal letter.

Let’s check below the format of a complaint letter:

Sender’s address:

Write the address and the contact details of the sender on the top left corner. You can also include email and phone no. of the sender.

Date:

Leave one line below the sender’s address and put the date of writing the letter.

Receiver’s address:

Leave one line below the date and write down the recipient’s address details.

Subject line:

Leave one line below the recipient’s address and write down the subject line.

The subject line must be short enough and should cover the intention of your letter. It must be written in one line only.

Salutation

Start with “Dear Sir/Madam” or “Respected Sir/Madam”.

If you are not writing the letter to a particular person, rather you are writing to any department of an organisation, you can write “Dear Manager” or “Dear HR Department” or “Dear Staff Members” etc.

Use a comma (,) after the salutation.

Body of the letter

This can be sub-divided into three parts:

Part-1: Introduction and the purpose of writing the letter.

Part-2: Write down the detail of the letter specifying the problems, consequences, grievances, events, records etc. as applicable.

Part-3: Draw a conclusion by suggesting any solution, action required, your expectation within a time frame etc.

Complimentary Closing

A complimentary closing is a polite way to convey your regards to the recipient.

You can use “Yours sincerely” or “Yours faithfully”.

Don’t forget to use a comma (,) after the complimentary closing.

Sender’s name, signature and designation

Leave another couple of lines for the last step—your name and signature. Type your full name underneath it.

Enclosures or attachments

Attach all the relevant transaction documents, previous email or chat conversation with sales representative or any authorized person.

 

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Worked-out Examples and Free Downloads

Example-1: CBSE Exam Class-X (2017)

Question: Two main parks in your locality have suffered from neglect on the part of local authorities. They have virtually been taken over by undesirable elements. As a result the residents have stopped going to the parks. Write a letter in 100-120 words to the editor of a local newspaper expressing your concern about the problems the neglect has created and suggest measures to reclaim the parks for children. You are Gautam/ Gauri 2, Gobind Enclave, Meerut.

 

Answer:

2, Gobind Enclave, Meerut. July 02, 2020 The Editor, The Times of India, 272, Prabhat Nagar, Saket, Meerut Subject: Unhygienic condition of local parks Dear Sir/Madam, Through the columns of your esteemed newspaper, I would like to draw the kind attention of the concerned authority about the unhygienic condition of Gandhi Park and Ashok Park in our locality. The people including the children used to visit these two main parks every morning and evening. However, there is no maintenance here and the parks are suffering from neglect on the part of local authorities. At present, these parks have virtually been taken over by undesirable elements. As a result, the residents of our locality have stopped going to the parks. Consequently, the children and aged people are suffering from physical and mental health due to the lack of physical activities. Therefore, on behalf of our residents, I request you to draw attention of the concerned authority to restore the hygienic condition of the parks. Yours sincerely,   Gautam

 

Example-2:

Question: Write a complaint letter to the secretary of your building on those people who smoke and drink affecting the environment in the residential building premises. You are Sameer of 1/A, Anjali Apartment, Kolkata.

Answer:

1/A, Anjali Apartment, Flat no. 3D, Kolkata. July 02, 2020 The Secretary, 1/A, Anjali Apartment, Kolkata. Subject: Unsafe environment in the residential building premises Dear Sir, I would like to draw your kind attention to the unsafe condition in our residential building premises. Some people use to smoke and also drink in the evening time on the terrace. Most often, some outsiders are also joining in that gathering as their guest. It is not only affecting the physical and mental health of our residents but also polluting our peaceful environment for a few wrong-doers. At the same time, this is too hazard for the people especially the pregnant women and children. We get disturbed too much from the huge noise created by the people who smoke and drink up to late night. Hence, I request you to take strict action at the earliest to save the environment in our building premises as soon as possible. Yours sincerely,   Sameer

 

Example-3:

Question: Write a letter to the store manager of M/s. LG Electronics India Pvt. Ltd., Sector-5, Kolkata, complaining that the refrigerator you recently bought from them does not function properly and ask for replacement. You are Pritam of 31-DL Block, Salt Lake, Kolkata.

Answer:

31-DL Block, Salt Lake, Kolkata. July 02, 2020 The Store Manager, M/s. LG Electronics India Pvt. Ltd., Sector-5, Kolkata. Subject: Complaint against functionality of refrigerator and replacement Dear Sir/Madam, I bought a refrigerator (Model no. LG 260L) from your store amounting Rs. 15,500/- on June 26, 2020. Unfortunately, the equipment is not working properly after the installation was completed on June 28, 2020 due to defective compressor. I tried to call your salesperson in the store but without any effective result. I’m highly disappointed to have such a negative experience from a renowned store. To resolve this issue, I would suggest you to replace the defective refrigerator with a new one. I’m enclosing herewith the receipt copy and the warrantee card. I’ll look forward to your early response to resolve my problem and will wait until a week before I approach to the consumer protection agency. Please contact me by phone at 06290 725 477. Yours sincerely,   Pritam Enclosures (2): Receipt copy Warrantee card

 

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Conclusion

Since it’s a formal letter, always maintain the prescribed format to write a complaint letter.

Be specific and write the complaint letter precisely.

Don’t use any slang language and also don’t attack personally in the letter. You should have valid documents and proof to write a complaint letter.

 

Have you ever faced a situation to write a complaint letter?  Share your feedback and put your comments.