How to Write a Complaint Letter to Customer Service? Free Samples, Steps

How to Write a Complaint Letter to Customer Service

What do you mean by Complaint Letter?  A Complaint Letter is a part of written communication for a request. If you want to register a complaint and don know How to Write a Complaint Letter to Customer Service? Then, you should checkout this web portal. In common words, complaint letter is written application which submits to the authority.  Complaint letter has many definitions and it may be described in multiple ways. In recent days, the chain of business is unlimited; it has no limits of country.

If business will expand definitely its complexities are also increased, so in the area of business, mistakes don’t matter. Sometimes, wrong delivery of goods, shipment of obsolete, poor quality or underweight goods, faulty packing, delivery after the specified date and other damages to the goods shipped, to make a written communication with customer service, customers need to write Complaint Letter to Customer Service. If purchaser suffers from financial issues and having genuine reason to complaint to the seller demanding compensation, may write a complaint letter.

How to Write a Complaint Letter to Customer Service

Causes of Drafting Complaint Letter or, Sources of Mistakes giving rise to Complaints

  • There are some causes to write complaint letter which are mentioned below:
  • If you will not get proper goods like Under weight, Obsolete, Defective, Incomplete, Not according to buyer’s specification such as color, brand, size, Wrong or poor quality
  • Many times, when the invoice of the shipped goods is wrong, then purchase can write a letter for the purpose of complaint.
  • Due to Faulty or poor packing, the goods has damaged, then may write letter for claimed to the seller
  • Goods will be taking according to convenience of the buyer but wrong way of convenience may be damaged goods. In case you buyer may write such letter.
  • According to instruction of the buyer, Insurance coverage must be made properly otherwise purchaser can claim through complaint letter.

Do you know? How to Write an Email to Customer Care

What is Procedure to write complaint letter

Your name Address Phone number

Company official Company name Company address


Dear (Contact Person Name) ____:

I am sending this mail to complain about ____ (name of the product with the serial or model number or service performed) that I bought on ____ (date, location, and other important details of the transaction).

Unfortunately, the product I purchased from your company is not performing well because____ (the reason you are dissatisfied). I want to get this problem solved as soon as possible. So, I would like you to ____ (what you want the business to do).

When I firstly come to known about this problem, I immediately contacted ____ (name of the person, date of the call) at your company, and that person told me that nothing could be done about my problem. I know that this is totally unfair response of my problem because ____ (the reason you feel the company has an obligation to you). So, I would like to have a statement in written about my problem, that either my problem can be solve or not.

I am looking forward from you whether you may resolve my problem as soon as this possible or not. If I do not get any response from your end within ____ days then I will simply complaint to the appropriate consumer agencies and consider my legal alternatives. I am enclosing copies of my receipt. Please contact me at the above address or by phone
(home or office numbers with area codes).


(your signature)

(Type or print your name)

CC: (local consumer group) (appropriate government agencies)

ATT: (attach and list documentation of your complaint, if any)

Here we are providing some easy templates, tips & examples for writing best complaint letters. This will help you to write an effective complaint letter for business to business customers & for private consumers, who want positive results from writing complaint letters. These principles are applied on complaint emails & phone calls too, although for other letters especially for serious complaint letters.

Check Out: How To File Online Complaint In Consumer Court?

To write a Effective complaints letters (and any other way of complaining), you should be:

  • Concise
  • Authoritative
  • Factual
  • Constructive
  • Friendly

Let you assume that you are the person who is receiving customer’s complaint letter. This will surly help you to realize that the person who is receiving your letter is a human with feelings, trying to do their job to their best abilities. The way you write the letter should also encourage the person who is receiving the letter to respond helpfully & positively to the complaint. Don’t be aggressive & mad while writing the complaint letter. Always write the complaint letter to encourage the responder in positive & helpful reaction.

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