Complaint Letter Format - How to Write with Examples

Making complaints about someone is always a sensitive issue and writing about it is a much more difficult task as everything would be documented. Writing a complaint letter is, therefore, something that should be done with utmost care. This article on complaint letter format will provide you with tips on how to write a complaint letter and also give you a few complaint letter samples for your reference.

How to Write a Complaint Letter?

Complaint letters are written to the concerned authorities when you are not satisfied with some service, or you have a problem that needs to be addressed. See to it that you write the letter in a polite manner. The format of a complaint letter follows the format of a formal letter. To write a complaint letter, you can start with the sender’s address followed by the date, the receiver’s address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters.

Sender’s address

___________

___________

___________

DD/MM/YY

Receiver’s address

___________

___________

___________

Subject: ___________________________

Sir/Ma’am, (Salutation)

Body of the Letter explaining the reason for your letter and the complaint.

Thanking you

Yours faithfully, (Complimentary Closing)

Signature

NAME in block letters

Complaint Letter Samples

Here are a few complaint letter samples to help you understand the format of the complaint letter and help you write a complaint letter on your own.

Complaint Letter Sample 1 – Poor Maintenance of the Garden and Improper Waste Disposal

45 B, Rory Lane

Damsel Street

Mumbai – 400056

29th December, 2021

The Secretary

Residential Association

Mumbai – 400056

Subject: Complaint letter regarding the poor maintenance of the garden and improper waste disposal

Sir,

I am Shawn Mendez, a resident of Rory Lane. I am writing to bring to your notice the poor maintenance of the garden around our residential area and the improper disposal of waste. The garden around the residential area was watered regularly, and grass shrubs were trimmed and maintained neatly in the beginning. It has been more than a month now since any kind of maintenance is done in the garden. We have tried contacting the person in charge, but every effort has just been in vain.

Another growing issue is the problem of waste disposal. There were people from the corporation collecting garbage for disposal every two days, but it has been more than a week now since they have collected any garbage from our area. This has led to the accumulation of waste, and people have started dumping it in the corner of the street as they have no other choice. Kindly look into this and the maintenance of the garden as it would become a huge mess if this continues. It would be highly appreciated if you could also inform the residents that all garbage would be collected and not to throw them out around the street corners.

Thank you in advance.

Yours faithfully,

Signature

SHAWN MENDEZ

Complaint Letter Sample 2 – Damaged Product Received

5/652, SNV Street

VKL Colony

Hyderabad – 500025

November 26, 2021

The Manager

Customer Service Department

Taurus Shop

New Delhi – 110023

Subject: Complaint about a damaged product received

Sir/Ma’am,

I had purchased a black top from your online store. I received the product today, and I tried filing a return request as the size is smaller than the one I had ordered, and the cloth is torn on the left side. For some reason, the return request is not being filed. The page is either getting redirected or stuck. I have tried multiple times, and I could not go through with it. Can you please check and let me know if the return request has been filed for the order no. 3049. If not, kindly let me know what I should do to return the product.

I am attaching herewith photographs of the damaged portion of the top and the opening video for your reference.

Thank you

Yours sincerely,

Signature

SINDHU SHANKAR

Complaint Letter Sample 3 – Installation of New Street Lights

12B, Nelson Manickam Road

Nungambakkam

Chennai – 600045

13/12/2021

The Councillor

Ward No. 26

Chennai – 600052

Subject: Regarding installation of new street lights in our area

Sir,

I am writing to bring to your kind attention that there are no street lights in our area and it has become a huge problem as it has started raining. It is very difficult for people who travel through this area because it is very dark at night, and with continuous rains, the place floods up. It becomes really difficult to drive as the roads are damaged, and there have been constant accidents because of this. Therefore, I request you to kindly take some action at the earliest and install street lights in our area as it is a danger if left like this.

Thank you for your time and cooperation in advance.

Yours faithfully,

Signature

DERRICK RAJ

Frequently Asked Questions on Complaint Letter Format

Why do we write a complaint letter?

A complaint letter is written with the aim and hope of finding a suitable solution for a problem that has not been addressed. There is an umpteen number of problems faced by people, and raising complaints to bring these problems to the attention of the higher authorities is the only way to rectify the problems.

How do I write a letter of complaint?

When you write a complaint letter, make sure you state the problem in a clear and concise manner. Do not exaggerate. Explain the difficulties faced due to the problem and see to that you address the problem on a kind note. Do not express anger or sarcasm in your letter.

What is the most important factor in a complaint letter?

The most important factor in a complaint letter is the problem. Ensure that you explain the problem properly and state the seriousness of the problem. Be sure to include any documents or copies of documents that might serve as proof.

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