When you order something online and have received the wrong item or a damaged item, we may call customer service or chat with customer care. But, it is always advisable to keep the complaints on record for various reasons. Mailing the complaint letter will help you preserve your legal rights and lets the company know that you are truly concerned about the complaint. A complaint letter is a kind of formal letter which must be written in a humble tone. But you should be assertive in seeking a solution.
- What is a Complaint Letter?
- How to Write a Complaint Letter?
- Frequently Asked Questions on Complaint Letter
What is a Complaint Letter?
A complaint letter is a kind of formal letter written to the concerned authority to resolve the complaint. It is written to the concerned authority when you are not satisfied with the service or product of the company, and you want to take steps for the same.
A complaint letter must include the details of the sender, receiver, salutation, and a complementary closure. While writing a complaint letter, the sender must keep in mind that it is written to a company, and it needs to be written in a humble tone. Even though you are angry or dissatisfied, you must be respectful while writing the letter. Your humble tone will help your concern to be resolved easily. The authority will be more likely to help you with your issues. While writing the complaint letter, do not forget to add the relevant details like:
- Name of the store and location
- Account number
- Relevant dates like the date of purchase, date of return, etc.
- Name of the seller, customer service representatives, etc.
- Order number
- Copies of receipts, invoices, etc.
- Copies of previous chats, complaints, etc.
- Contact information and bank details (in case of a refund)
These are the relevant details which are to be added to the complaint letter.
How to Write a Complaint Letter?
A complaint letter follows the format of a formal letter. A complaint letter includes the details like
- Sender’s address
- Date
- Receiver’s address
- Subject
- Salutation
- Body of the letter
- Complementary closure
In the body of the letter, the opening sentence must introduce the specific complaint. After that, you can explain the steps you have already taken to resolve the issue. You can also explain what you are expecting from the company and other details regarding the order and your issues.
Sample of Complaint Letter
Check the below provided sample letter for your reference.
448 Saheed Nagar
Bhubaneswar
24th May 2022
Mr. Shrivastava
Brand Hub, Karol Bagh, Delhi
Subject: Complaint regarding the order number XXXXX
Dear Srivastava,
I am writing this mail to register a complaint regarding order number XXXXX. I ordered ten pairs of men’s T-shirts and ten pairs of women’s dresses from your store on 1st May 2022. I am really dissatisfied with your order. Almost all the materials are damaged, and half of the colours are faded. I have been your customer for three years, and this is the second time I have had this issue with you. Even though you have always been very polite and satisfied me with the quality of your products, it was really disappointing this time. I would be really grateful to you if you could exchange the products, and send me the new products at the earliest.
As per your convenience, you can either replace the order with new products or refund the full amount to my account number mentioned in the letter below.
Account number- 99XXXXXXXX
Order placed: 1st May 2022
Order received: 15th May 2022
Order returned: 20th May 2022
The total amount paid: Rs.10,500/-
I hope the matter will be resolved as soon as possible and I shall be highly obliged for your kind gesture.
Thank You.
Regards,
Soumitri Pattnaik
Attachments:
- Order bill
- Received bill
We hope that the article will be helpful to the children who wish to write a complaint letter to the company. Keep in mind that, even though you are angry with the concerned authority, try to be humble and respectful in the letter.
Frequently Asked Questions on Complaint Letter
How do I write a complaint letter?
A complaint letter can be written following the format of formal letters. It can be written in a humble tone and must have the relevant details of the order or the issue you are complaining about. But you have to be assertive in seeking a solution for your complaint.
What is a complaint letter?
Complaint letters are the kinds of formal letters written to the concerned authorities regarding the issues you have with purchase of items or your concerns regarding anything.
