Sample Complaint Letter Template
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Company/Organization Name]
[Department Name]
[Address]
[City, State, ZIP Code]
Subject: Formal Complaint Regarding [Issue]
Dear [Recipient’s Name],
I am writing to formally raise a complaint regarding [briefly state the issue] that occurred on [date] at [location]. Despite my previous attempts to resolve this matter, I have not received a satisfactory response, and I am now seeking further action.
Details of the Complaint:
[Provide a clear and detailed explanation of the issue, including relevant dates, names of people involved, and any previous communication attempts. Explain how the problem has affected you.]
Supporting Evidence:
[If applicable, mention any attached documents such as receipts, emails, photos, or previous correspondence.]
Requested Resolution:
[Clearly state what you expect the recipient to do, such as a refund, correction, investigation, or disciplinary action.]
I request a written response outlining the actions that will be taken to resolve this issue. Please acknowledge receipt of this complaint and provide a timeline for resolution.
Thank you for your time and attention to this matter. I look forward to your prompt response.
Sincerely,
[Your Name]
Sample Complaint Letter Example
John Doe
123 Main Street
New York, NY 10001
johndoe@email.com
(123) 456-7890
February 8, 2025
Customer Service Manager
XYZ Electronics
456 Business Road
Los Angeles, CA 90002
Subject: Formal Complaint Regarding Defective Laptop – Order #12345
Dear Customer Service Manager,
I am writing to formally raise a complaint regarding a defective laptop (Model XYZ-2025) that I purchased from your website on January 15, 2025 (Order #12345). Upon receiving the laptop on January 20, 2025, I noticed that it would not power on. I contacted your customer support team on January 21, 2025, and was advised to perform troubleshooting steps, which did not resolve the issue.
Despite multiple follow-ups, I have not received a replacement or refund as promised. This delay has caused inconvenience, as I urgently need the laptop for work. I have attached a copy of my order receipt and previous email correspondence for your reference.
I kindly request an immediate replacement or a full refund. If this matter is not resolved within 14 days, I may escalate my complaint to consumer protection authorities.
Please acknowledge receipt of this complaint and provide an update on the resolution process. I appreciate your prompt attention to this matter.
Sincerely,
John Doe
Frequently Asked Questions
1. What should I include in a complaint letter?
Your letter should include:
- Your contact details
- A clear description of the issue
- Relevant dates and supporting documents
- A specific request for resolution
2. How long should I wait for a response?
Most businesses respond within 7-14 days, but response times vary.
3. Can I send a complaint letter via email?
Yes, most organizations accept email complaints, but sending a physical letter via certified mail may have more impact.
4. What if my complaint is ignored?
If your complaint is ignored, you can escalate the issue to management, regulatory authorities, or legal action.
5. Can I request compensation in my complaint letter?
Yes, if the issue caused financial loss or inconvenience, you can request a refund, discount, or compensation.
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