Category:

The purpose of a complaint letter is to bring your grievance to the notice of the concerned party so that corrective action can be taken wherever possible.  While writing a complaint letter, it is important to address it to the right department.  If the letter does not reach the right people then the purpose is defeated.  Similarly, you must include your contact details as well.

Complaint letters need not be strong worded and rude.  It is more effective to put forth your complaint in a firm yet polite tone.  It is also a good idea to suggest what kind of remedial action you would like the concerned party to take.

State your complaint in a simple and concise manner backing up your case with photocopies of receipts or other relevant documents.  Stick to the facts and avoid sweeping statements deriding everything in general.  Keep the letters to the point and short.

Tact can achieve what sarcasm and rudeness cannot.  So, try and include a couple of positive points as well along with your complaint.  This is sure to act as a balm to the bruised ego and your complaint would be taken in the right spirit.

Sample Complaint Letter

Complaint Letter Format

Complaint Letter Template

Formal Complaint Letter

Customer Complaint Letter

Business Complaint Letter

Employee Complaint Letter

Restaurant Complaint Letter

Holiday Complaint Letter

Consumer Complaint Letter

Landlord Complaint Letter

Complaint Letter to Bank

Complaint Letter on a Training Course

Poor Customer Service

Response to Complaint Letter

Training Course Complaint Letter

Item Defect Complaint Letter

News Article Complaint Letter

Client complaint letter

Tenant complaint letter

Service complaint letter

Delivery complaint letter

Teacher complaint letter

Boss complaint letter

Staff complaint letter

Funny Complaint Letter

Complaint Letter Example

Hotel Complaint Letter

Reply Complaint Letter

Police Complaint Letter

Drafting Complain Letter

Complaint Letter to The Head of The Society

Complaint Letter by Teacher to Parents

Complaint to School Letter

Complaint Against Poor Service Letter

Responding to Complaint Letter

Neighbour Complaint Letter

Harassment Complaint Letter

Product Complaint Letter

Complaint letter to Higher Authorities

Colleague Complaint Letter

Complaint Letter Form

Complaint Letter to Airline

Complaint Letter to Human Resources

Noise Complaint Letter

Customer Service Complaint Letter

Free Complaint Letter

Follow Up Complaint Letter

Billing Complaint Letter

Contractor Complaint Letter

Rebecca Wills

567, Arlington Street

Princeton

New Jersey

23^rd March, 2008.

Manager

Alpha Products

New Jersey

Sub: Defective Product

Dear Mr. Jones,

I wish to bring to your notice the defective product delivered to us after we ordered through your tele-ordering service.  The receipt number of the product is 348912 and the date of delivery was 20^th March.

I request you to kindly send a customer service representative from your office to have a look at the product.  Please ensure that the product is either replaced or repaired.

I am enclosing a copy of the receipt for your official records and request you to attend to the complaint within the next few working days,

Thanking You,

Sincerely,

Rebecca Wills

Encl.:  Copy of Receipt.

Download Sample Complaint Letter

Address of Sender

Date

Name of Recipient

Designation

Department

Address

Ref:  Nature of Complaint

Dear Mr. /Ms. (Jones),

First Paragraph: Direct reference to the nature of complaint quoting reference of transaction/receipt number etc.

Second Paragraph: The kind of action solicited to rectify/replace or redeem the situation.

Final Paragraph: Give a suitable time-frame within which you expect the problem to be sorted out.

Thanking You,

Sincerely,

(Signature of Sender)

Name of Sender

Encl.: Name the enclosures included to substantiate your case.

Download Complaint Letter Format

(House No. and Street name)

(Name of Place)

Date:

(Name of Recipient)

(Designation)

(Name of Company)

(Place)

Ref: (Nature of Complaint)

Dear Mr. /Ms. (Roberts),

I wish to bring to your notice the (nature of complaint).  The transaction details of the aforesaid are as follows, (Name of Product), (Receipt Number) (Date of Transaction).

I request you to kindly take (the particular action) and replace/rectify/refund the money. (as is applicable)

I am herewith enclosing a copy of the transaction for your records and request you to attend to the complaint and take suitable action within (a particular time-frame).

Thanking You,

Sincerely,

(Signature of Sender)

(Name of Sender)

Encl.: Name the enclosures.

Download Complaint Letter Template

Rebecca Jones

567, Arlington Street

Princeton

New Jersey

23^rd March, 2008.

Mr. Edward Martin

Manager-Customer Care Services

Alpha Services

New Jersey

Sub: Formal Complaint about Poor Services

Dear Mr. Martin,

Kindly treat this as a formal complaint about the poor services rendered by your agency on various occasions in the past.  The most recent service which has not met with our expectations was on the 20^th March.

All our earlier complaints have fallen on deaf ears and we are left with no recourse but to lodge a formal complaint with you.  I request you to kindly look into the matter at the earliest and give us a refund of the contractual amount.

I look forward to your cooperation in the matter and wish the matter would be resolved at the earliest.

I am herewith enclosing copies of our agreement, receipts and previous complaints which had gone unnoticed.

Thanking You,

Sincerely,

Rebecca Jones

Encl.:   1.Copy of Agreement

2. Copy of Receipts

3. Copy of Complaints

Download Formal Complaint Letter

Jane Mc Donald

567, Arlington Street

Princeton

New Jersey

23^rd March, 2008.

Ms. Emily Davis

Customer Service Manager

All-Purpose Products

New Jersey

Ref: Defective Food Processor

Dear Ms. Davis,

I bought Must-Have Food Processor from your company on 12^th March.  The receipt number of the transaction is 12489.  I regret to inform you that it is not functioning properly.  Though the brochure and your salesman had made claims that the jars were made of unbreakable material, I have found some cracks after the first use only.

I have bought various products from you on earlier occasions and this is the first time that I have been so badly let down by your product.  As per my understanding of the Warranty, I am entitled to a full refund, if I am dissatisfied with the product.  Under the circumstances I have no choice but to ask you for a refund of my money.

I am herewith enclosing a copy of the Receipt as well as the Warranty Card.  I request you to kindly take immediate action and initiate the process of refunding my money within one week.

Thanking You,

Sincerely,

Jane McDonald

Encl.: Copies of Receipt and Warranty Card

Download Customer Complaint Letter

Nora Roberts

378, Richmond Street

Birmingham.

12^th September, 2009.

General Manager

Mobile Phone Company

Birmingham.

Ref: Defective Series

Dear Mr. Jefferson,

I wish to bring to your knowledge that the handsets delivered to us in the series KL 3800 are all defective.  This series of Mobile handsets was purchased by our company on 2^nd September bearing the transaction code 2345789.

As per our contractual agreement, the handsets should have been checked for all defects before they were dispatched to us.  I regret to inform, that your Quality Control Department did not perform the necessary trials and checks.  This is a serious breach of our agreement.

I request you to look into the matter and send us a replacement at the earliest.  I look forward to your co-operation in the matter so that we can continue to have mutually beneficial business dealings in the future.

Thanking You,

Sincerely,

Nora Roberts

Encl.: Copy of Agreement and Transaction.

Download Business Complaint Letter

To:

Ms. Victoria Smith

Human Resource Manager

ABC Company

London

2^nd October, 2008.

Ref:  Erratic Transportation

Dear Ms. Smith,

This is to bring to your notice the erratic transportation facility organized by the company for my team members.  As you know, the understanding has been that the company would provide transportation to the team members who have come to us from other branches to help us with the current project.

The erratic transport facility is eating into a lot of our working time and is hindering our work-schedule.

I am sure you will understand the seriousness of the issue and arrange for proper transportation.  All our earlier verbal complaints to your department have brought forth no results, so this has prompted me to write an official complaint letter to you.

I look forward to your continued co-operation,

Thanking You,

Sincerely,

Tanya Drew berry

Team Leader

Download Employee Complaint Letter

Jane Davis

34, Princeton Avenue

Edinburgh

4^th November, 2007.

To,

Mr. James Scott

Manager

Nando’s Restaurant

Edinburgh

Ref: Inedible Dishes

Dear Mr. Scott,

I took my team members to your restaurant on 3^rd November, hoping to celebrate a happy occasion.  But, the food proved to be so bad that our mood for celebration was completely spoilt.

Though we ordered some exclusive vegetarian dishes, they contained some form of meat or other and this, despite our explicit instructions to the hotel staff.  The other dishes we ordered were equally poorly made.

I hope a restaurant of your repute pays more attention to the culinary ability of the staff and improves on the fare.

As a regular customer of your restaurant for the past 2 years, I look forward to visiting it again soon and tasting better cuisine.

With Best Wishes,

Jane Davis

Download Restaurant Complaint Letter

Jane Davis

34, Princeton Avenue

Edinburgh

6^th November, 2007.

Mr. Kenneth Andrews

Manager

Dream Travels

London

Ref: South East Asian Holiday

Dear Mr. Andrews,

This is with reference to the South East Asian Trip we undertook through your Travels.  I regret to inform you that the holiday was a big let-down.

We were promised 4 star accommodations in all the places we would stay, but I am sorry to inform you that we were put up in no more than budget hotels.  The tour manager could not come up with any valid reasons and this continued to be the scene in all the places that we visited.

We expected much better things from a company of your repute.  I request you to look into the matter and reimburse us accordingly.  I am enclosing a copy of our transaction for your verification and expect to get the refund by the end of next week.

Thanking You,

Sincerely,

Jane Davis
Encl.: Copy of Transaction.

Download Holiday Complaint Letter

Jane Davis

34, Princeton Avenue

New Jersey

15^th May 2006.

Mr. Kenneth Andrews

Hyper Market

New Jersey

Ref: Unserviceable Electric Kettle

Dear Mr. Andrews,

I wish to bring to your notice the unserviceable Bingo Electric Kettle I bought from your store on 13^th May.  I was assured about the quality of the kettle as well as its functionality.  Unfortunately, today, when I opened the packaging and tried to put it on, I realized that it is a defective piece.

In all the time that I have been your customer I have never had such problems before.  I request you to kindly replace the defective Electric kettle at the earliest.

I am herewith enclosing a copy of the receipt for doing the needful.

Thanking you,

Sincerely,

Jane Davis

Encl: Copy of the Receipt.

Download Consumer Complaint Letter

Jane Davis

34, Princeton Avenue

New Jersey

24^th October, 2006.

Mr. Kenneth Andrews

45, High Street

New Jersey

Ref: Unserviceable Heating Unit

Dear Mr. Andrews,

This is with reference to the unserviceable heating unit in the apartment leased out to us at the above mentioned address.   With winters setting in, it is becoming extremely uncomfortable for us to continue to manage like this.

Our repeated reminders and entreaties on the telephone have not yielded any results.  I request you to kindly treat this as a formal complaint and get the defective unit replaced/rectified within this week.

We look forward to your co-operation.

Thanking You,

Sincerely,

Jane Davis

Download Landlord Complaint Letter

Sandra Gordon

345, Pleasant Street

Birmingham

18^th May, 2007.

Ref: Replacing Credit Card No: 123456890

Ms. Danielle Jones

Manager

Bank of London

London.

Dear Ms. Jones,

This is with reference to the Credit Card No: 123456890 which is in my name i.e. Sandra Gordon.

The Credit Card got damaged in an accident and is now unusable.  I had spoken to the Customer Care people on 5^th May and was assured that it would be replaced within the week.  Inspite of my repeated phone calls and requests the matter has not yet been resolved.

As a customer of your Bank for the past 20 years, I had expected better service from you.  I request you to kindly look into the matter and send me a replacement card within the week.

Thanking You,

Sincerely,

Sandra Gordon

Download Complaint Letter to Bank

Dear Andrea:

My staff Kevin Evans attended your recent training and ended up very disappointed with the quality of the training course. According to him, the content did not match those you are saying in your advertisements. He said less than an hour was devoted to conflict resolution, while it was supposed to be one of the major topics that need to be discussed. According to Kevin, the facilitator seemed incompetent of the topic itself appearing incapable of answering questions from the attendees.

Given this, I think you owe us a refund since we were not satisfied on how the course was taught. We expected too much as you seemed very competent on your advertisements. The registration fee of $300 is apparently not worth it. It was simply a waste of time on our part. We send Kevin there to learn about the rudiments of handling staff, but ended up very disappointed on how everything was executed.

Sincerely,

Jeff Carter

Manager

Yell Advertising, Inc.

Download Complaint Letter on a Training Course

August 19, 2010

Dear Smart Communications,

I recently subscribed to your mobile Internet service since you appeared to a good mobile Internet service provider. In addition, you also claimed that you offer the best customer service on your advertisements. However, I would like to claim that your customer service is poor, and I would like your company to act on this issue accordingly.

I called your customer care representative to inquire about the very slow connection I have been experiencing for a week. They customer care representative, instead of politely asking what is the problem on my connection, snapped at me instead. She did not explain the solution, and did not even politely ask on what I have been experiencing with your Internet service.

I hope that conduct is not tolerated in your company.

Regards,

Susan Green to; 
mr??? ?? m-alt:auto; line-height:normal'>I would like to invite you and Randy on my upcoming send off next week (August 20, 2010) at Gerry’s Grill and Restaurant located at Anapolis St. I would like the both of you to be present in that special event as most of my close friends are coming over.  The party will start at around 8 p.m. and may end until dawn. I will be going to Thailand soon for my post graduate studies.

Should there be any conflict in your schedule, please tell me right away.

I hope you can make it on that special day of mine.

Regards,

Cheena

Truly yours,

Margaret Edwards

Download Poor Customer Service

Dear Mrs. Green:

This is in response to your complain letter sent last August 19, 2010 about the conduct of one of our customer care representatives. We would like to apologize for any inconvenience that our staff has brought to you. We assure you that we will do the necessary steps to reprimand that staff.

Meanwhile, as for your complaint about our slow mobile Internet service, we had unannounced system maintenance last week. By this time, your Internet connection should be back to its normal speed.

Again, we apologize for any convenience that we have brought to your part. We will contact you soon to update you on our investigation on the conduct of our customer care representative.

Sincerely yours,

Alex Hall

Head

Customer Care Division

Download Response to Complaint Letter

August 19, 2010

Emily Eastwood

Head Trainor

Great Image Training Group

Dear Ms. Eastwood:

This is to call your attention to your training course on “Professional Digital Photography” held last Auguts 10-17, 2010.  I attended the training to upgrade my skills in photography which I need in my job at a local magazine.

Your brochure and advertisements state that the training course includes 14 hours of lecture and 30 hours of hands-on experience.  At first, the training was going well.  The speakers were competent and we were guided during the practice sessions.  However, the speakers started arriving late and the sessions were cut short.  Thus, the training course objectives were not attained and I had not reached my own personal goal to learn new techniques.

Your advertisements boast of a money-back guarantee if dissatisfied and I would like to avail the refund.  I paid a registration fee of ?100, an amount that is definitely not worth the training I got.

Sincerely,

David Crampton

Download Training Course Complaint Letter

November 20, 2010

Mr. Alex Miller

Customer Service Representative

Smart Communications Inc.

Dear Mr. Miller:

This is to inform you that the modem I ordered from your company is defective. I purchased the item last week, and it was delivered to my office yesterday. I tried connecting to the Internet through the said modem, but to no avail. I have tried using it for several times, but my efforts seem futile.

I think the item you shipped is defective. I tried calling your customer care hotline, and told me to write a letter addressed to you so you can look on the matter. If you would not give a replacement modem within the week, I wish to just refund my money since I badly need a new modem as soon as possible.

You can call me at 390-876-2918 to discuss this issue.

Thank you and I am looking forward to an urgent action from your end.

Regards,

Ricky Nelson

Download Item Defect Complaint Letter

December 5, 2010

Ms. Letty Hill

Editor-in-chief

The Daily Tribune

Dear Ms. Letty:

This is in reference to a news article published in your paper last December 3, 2010 entitled “More private firms to ax employees.” I am one of the interviewees mentioned in the article. While I commend the reporter for having a balanced article, I have some issues on how my statements were phrased.

The article quoted me saying: “We are actually having problems in our operations given the economic crisis we are experiencing. We have no choice but to terminate some employees in the coming months. At least 50 employees will lose their jobs, I think.”

While that is the actual statement I said, I think the reporter forgot to mention the sentence following that statement. During the interview, I said the company is trying its very best to help the employees. I think it is important to mention the context of the said statement as well. I was asked on what-ifs and I actually stated a hypothetical statement on the termination of employees. The “at least 50 employees” that will be fired is not absolute, and was stated under the condition that the company would have bigger losses.

I felt I needed to write this comment to assure our employees that the company is doing everything to save them from unemployment. I hope I am making myself clear.

Thank you very much and more power.

Regards,

Kathy Baker

General Manager

Air 21 Inc.

Download News Article Complaint Letter

Mr. Edwin Hasselhoff

555 East Main Street
Spartanburg, South Carolina 29302

November 6, 2010

Mr. Aldrin Baker

Customer Service Representative

Efficient Electronics

Dear Mr. Baker,

I write to you with regard to the quality of the laptop which I purchased from your company at your branch in town.  I bought the laptop which was sold on sale last week.  Despite the item being sold at a lower price, your sales staff at the time, Mr. Joseph McDonald, assured me that the item is still fully functional and has no defects.  I was satisfied with my purchase at the time.

After only a week of use, however, the laptop battery is already starting to malfunction.  I have to keep the laptop connected to an electricity source and thus could not use the equipment outside my home or office.  Since the item has a one year warranty, please replace the laptop immediately.  I have attached the receipt and warranty card for your reference.

Sincerely,

Edwin Hasselfhoff

Download Client complaint letter

Mr. Benny Hoffman

111 Atlantic Street
Stamford, Connecticut 06901

August 6, 2010

Mr. David Anderson

123 Market Street
St. Louis, Missouri 63101

Dear Mr. Anderson,

I am a tenant of yours at the above address and I would like to air my complaint about several areas that need repair in the apartment.  I checked out your apartment two months ago and began renting your apartment soonafter after being satisfied with the apartment’s condition.  I also chose to rent the place because of the cozy furniture and clean ambiance of the place.

However, after staying only one month in the place, the paint is starting to peel and holes have shown in the wall where I saw a rat coming out of.  The airconditioning unit has also broken down and I am already suffering from the intense summer heat.  As per our contract, you are expected to have all repairs free of charge.

Thank you.

Truly yours,

Benny Hoffman

Download Tenant complaint letter

Ms. Alicia Ricks

W. Boy Scout Boulevard
Tampa, Florida 33607

March 19, 2010

Ms. Rita Forester

Manager

Rita’s Salon

Dear Ms. Forester,

I came across your salon last week and was enticed by the eye-catching look of your salon and advertisements posted on your website.  I was hesitant at first to change to a new salon but I was convinced after reading guarantees and testimonies you claimed.  Thus, I had my hair styled and colored at your branch in town.  The look was pleasing and seemed nicely done right after the procedure so I went home satisfied.

At this time, however, my hair started to fall more than usual.  The hair color is also starting to fade right away and my hair has become brittle.  You have guaranteed your customers to quality service.  I hope you would address my complaint promptly and bring my hair back to its former health without additional charge.

Sincerely,

Alicia Ricks

Download Service complaint letter

Dr. Felicity Robinson

Director

Connecticut Hospital

Stamford, Connecticut 06901

February 19, 2010

Mr. Archibald Silverstone

Sales Manager

Equipment Suppliers, Inc.

Dear Mr. Silverstone,

This letter is to put forward our complaint regarding the delay in delivery of our order for medical equipment.  The equipment we purchased from your company were supposed to be delivered three days ago but we have yet to receive them nor any notification from your office regarding the cause of the delay.  The said medical equipment are needed in our hospital’s day-to-day operations and the delay has already caused problems in our operation.

Should you fail to deliver the items within two days of the receipt of this letter, we will be cancelling our order and purchasing the items from another supplier.  Please also pay for the additional charges we have incurred due to the delay in the delivery.

Thank you.

Sincerely,

Dr. Felicity Robinson

Download Delivery complaint letter

Mr. Ian Aspen

1234 West Dr ML King, Jr Blvd
Tampa, Florida 33607

April 7, 2010

Prof. Ellen Winfrey

Department Head

Florida University

Dear Prof. Winfrey,

I am a graduating student taking up Bachelor of Science in Physics at your university.  I am writing this letter to report a complaint I have about one of my professors, Prof. Veronica Washer.

Prof. Washer is my current teacher in the subject Thermodynamics.  Since the start of the academic year, she has been regularly requiring us to do and submit projects every month.  Everyone in class have obliged and have dutifully done the said projects.  However, in the last two months, the projects have required us to spend large amounts of our own money to complete.  Because of the expensive projects, I have not been able to submit them since I am a working student and lack the finances.

I hope this matter receives prompt action from your good office.

Thank you.

Respectfully,

Ian Aspen

Download Teacher complaint letter

Ms. Christine Hansen

Toledo, Ohio 43604-1547

August 3, 2010

Mr. Ashton Brink

Human Resources Officer

Accents, Inc.

Dear Mr. Brink,

I write to you to regarding a complaint I have about my superior officer, Mr. Andrew Ford, who is the sales manager of the company.  It saddens me but I must complain about his unprofessional attitude which he has displayed during several instances with me.

In brief, the major instance took place when he accompanied me during my rounds to customers in the area.  He ordered me to pick-up his children at school after work since he would not be able to do so due to a company activity.  I had my own appointment at the time but was forced to oblige to his request in fear for my job.  Several other similar incidents followed, prompting me to report the matter.  I am worried that he may continue to take advantage of me.

Thank you and I hope for your prompt action.

Sincerely,

Christine Hansen

Download Boss complaint letter

Mr. Bart Adams

Sales Representative

January 11, 2011

Ms. Gail Bale

Team Leader

AAA Company

Dear Ms. Bale,

I write to you to express my complaint about a staff member of our team, Ms. Gloria Englebert.  I am a new member of the team and started working with the company last month.  Since it is only my first month at work, I am still in the process of getting well-oriented with my job and learning the best techniques to have high sales in the area.

Although I am putting my best effort in the job, Ms. Englebert constantly criticizes me and hounds me non-stop about my poor performance.  Whenever there is something I forget to do, she berates me and even calls me at my home late at night.  I do not know her intentions for doing so but Ms. Englebert’s actions are already affecting my work and my family.

Thank you.  I hope this matter be looked into promptly.

Sincerely,

Bart Adams.

Download Staff complaint letter

From,

Draco jr.

To,

The management,

WIZARD mall

Dear sir/madam,

This letter is to make you aware of some of the features which are very annoying for the patrons which you entertain. First of all, the staff of the clothing department should be changed for the reason that they have no dressing sense. It is very annoying to bear them in front of us while choosing the clothes. Moreover, they constantly make their presence apparent by pestering us with the features of anything and everything which patrons approach.

The next thing is associated with the trial rooms. The trial rooms are very small and pose a problem for over-sized people. Moreover, the trial rooms have only single mirror while most of the reputed malls have mirrors on all the walls of the trial rooms. The sanitation factor especially in the loo needs to be taken into account as well. All these things will make your mall a better choice for us.

Yours sincerely,

Draco jr.

Download Funny Complaint Letter

From,

Shaun West,

Block no. 19,

New Horizon appt,

Jacksonville, Florida.

To,

Manager,

Gamma Products,

Jacksonville, Florida.

Dear sir/madam,

I, Shaun West, am writing this letter in utter annoyance. This is to make you aware of the fact that the product which I had purchased 2 days ago via the telephone order reached in my hands today. First of all, the delivery was to be made on the day of order itself and it has been delayed by 2 days. One can bear the late delivery for once, if the product ordered is as per the desired quality.

The product which I have ordered was a juicer, going by the product number 544. The advertisement showcased many features of the juicer which are apparently not in presence in the product which has been delivered to me. The load power is almost half the advertised one. The accessories are missing. This is not expected from a reputed firm of yours. I am hoping that my complaint will not fall on deaf ears.

Yours faithfully,

Shaun West.

Download Complaint Letter Example

From,

Melissa Gates,

Bakers Street,

London.

To,

Mr. Jones,

Manager,

Wonder Travels,

London.

Dear Mr. Jones,

I, Melissa Gates, am writing this letter in great repentance and resentment of being a patron of your travelling firm for a holiday in Singapore. The things which were promised were never made apparent to us. It was made sure that we wanted to have a stay in a 4 star hotel, while the hotel which was provided was a 3 star one which had facilities of a 2 star hotel.

Much was told about the hotel and the facilities which would be given to us, while we were being wooed by you for the tour. The way you promised us, made us ensured that we were at a right destination for travelling needs. The promising features were forwarded to entire group, only to add to the embarrassment later on. From the room service to the quality of the food which was served, everything was below the standard expected from you.

Sincerely,

Melissa Gates.

Download Hotel Complaint Letter

From,

Johan Smith,

Manager,

Atria Prime Time Mall,

Princeton,

New Jersey.

To,

Mrs. Malfoy,

Block 401,

Galaxy appt,

Princeton,

New Jersey.

Dear Mrs. Malfoy,

I, Johan Smith, the manager of the Atria Prime Time Mall, am writing this letter in response to the complaint which you registered with the mall on 13 March. This is to make you known that the complaint has not fallen on deaf ears. The complaint is very much welcomed and it was very pleasant of the managing committee that the patrons like you feel free to talk. I would make sure that the thing which has resulted in all this would never be repeated not only with you, but also never with anyone else.

The Atria Prime Time Mall regrets the incident which caused so much loss of time. As an apology from the Atria Prime Time Mall, this letter is enclosed with a cheque of 50$, the cheque number being 482448. Hoping that you continue relationship which has flourished with you as a patron for us, despite the regretful event,

Yours faithfully,

Johan Smith.

Download Reply Complaint Letter

From,

Jane Willis,

H/8, Jackson Heights,

Edinburgh.

To,

Police Department,

Edinburgh.

Dear Sir,

I, Jane Willis, am writing this letter in sheer desperation. I have my residency in Jackson Heights apartment. This apartment is in the neighborhood of the Royal College. The goons from this college have become a nuisance for every passing girl. The incidents of eve teasing have been apparent for more than a week.

Besides this, the shops adjacent to the college are also fed up of the menace which the hoodlums from this college are causing. This letter is drafted as a written complaint against these college students. The negligence which the misbehavior from these people received initially has encouraged them to reach this level. I, Jane Willis, hereby, put this plea in front of the entire police department via this letter, to get rid of this behavior as soon as possible. We have full faith in the judiciary and the execution of the law from the police department.

Yours truly,

Jane Willis.

Download Police Complaint Letter

A Complaint Letter is a form of formal communication wherein the annoyance in the senders’ mind is required to be portrayed in such a way; that the recipient of the letter is urged to find an immediate solution to the grievance which has been put forward to him or her. There are some technical aspects of the Complaint letters which are needed to be considered while drafting such a letter.

The Complaint should be written as the subject of the letter so that the recipient is made aware of the reason for the letter being drafted, the moment the letter is opened. It is advisable that the subject should be bolded. Also, the Complaint Letter should be kept short and to-the-point. One should avoid usage of rude language, even if the Complaint is desperate; since it gives an impression of an unprofessional attitude of the person drafting the Complaint Letter.

Download Drafting Complain Letter

From,

Mr Fudge,

D -12, Galaxy Housing Society,

Philadelphia

To,

Mr Hopkins,

C -5, Society Head,

Galaxy Housing Society,

Philadelphia

Dear Mr Hopkins,

This letter has come into effect to convey some serious matter for you to mull over. The thing is the gymnasium which has been opened on health grounds in D-8 room has been a pain for residents of the adjoining flats. The gymnasium has slowly metamorphosed into a hangout place. Loud music keeps troubling the residents of the neighbouring flats. I have talked in person to the owner of the gymnasium but all my efforts proved futile and my plea for etiquette has fallen to deaf ears.

Hence, it is for this reason that this complaint letter has surfaced. You, as the society head, have all the right to question the annoyance created by the gymnasium. We have right to live a peaceful life.  I hope that effective and necessary action would be taken against them. I am looking forward for you steps in this context with all hopes rested on you,

Yours sincerely,

Mr Fudge

Download Complaint Letter to The Head of The Society

From,

Mrs Braganza,

Class Five teacher,

St Theresa School,

Denver

To,

Mr and Mrs Brown,

D -2, Privet Drive,

Denver

Dear Mr and Mrs Brown,

I have been forced to write this letter for the circumstances which have cropped up. Draco has been the concern for which this letter has to be drafted. Draco has been one of the brighter students of my class. However, the same cannot be said with his performance in the recent days in view. Draco has not been the same in his studies. The impeccable energy and zeal which he used to portray in front of the entire class is fading away. I, hereby, urge you to look into this matter very seriously.

There is absolutely no need to panic. Sometimes, students tend to get disoriented from their path and this is where our responsibility of putting them back into array comes to light. I am hopeful that needful steps would be taken by you in this context to make Draco deliver what he is capable of. Hoping for the better future,

Yours sincerely,

Mrs Braganza

Download Complaint Letter by Teacher to Parents

From,

Mr Cornelius,

Head of the Sterling Housing society,

Philadelphia

To,

Principal,

New Model Art School,

Philadelphia

Dear sir/ madam,

I, Mr Cornelius, head for Sterling Housing society, am drafting this letter out of desperation and some disgust. As you would be aware, Sterling Housing society is adjacent to your school. However, this has not been a proud thing to boost of in the recent times. Students have been playing the spoil sport to disrupt the peace between us neighbours. The plants planted in row in front of our society compound have been completely wrecked by the students of your school. Not only this, the walls of the compound are full of absurd graffiti, which has been done by the students.

This I can say because I have witnessed this happening in front of my eyes. I tried to prevent this from happening but students proved my actions futile. I am hopeful that this letter shall serve its purpose and necessary action would be taken to avoid such things in future.

Yours sincerely,

Mr Cornelius

Download Complaint to School Letter

From,

Ms Scarlet,

F -19,

Sterling apartments,

Bridgeton archway,

Houston

To,

Excellence Courier Service,

Wilson Boulevard,

Houston

Dear sir/ madam,

This letter has surfaced out of sheer disgust resulted by the delivery service of Excellence Courier Service. Couple of days back, I received a parcel which was destined to me by my cousin through your courier service. The parcel has been delivered at least a week late after having being promised to be delivered well in time. I can understand things can get disarrayed for some reason or the other. But, it is your responsibility to put in a reasonable excuse for the long delay in the delivery. But, nothing of this sort was done.

Moreover, the parcel has been delivered in complete mess. I wish that you draw some inspiration from the name of your service, Excellence Courier Service; and deliver what the name actually promises. I am expecting a reply from your side for the poor service which was rendered to me. Hoping for a reasonable and a quick reply,

Yours sincerely,

Ms Scarlet

Download Complaint Against Poor Service Letter

From,

Mr Johnson,

Decent Construction Materials,

Chicago

To,

Mr Presley,

Wilson Constructions Ltd,

Chicago

Dear Mr Presley,

This letter has been drafted in response to the grievance which was forwarded to me about the quality of the construction materials. I appreciate that you made this grievance for the quality pronto. I assure you that I will personally look into the matter for the deterioration in the quality of the construction materials. I submit my apologies, on behalf of Decent Construction Materials, for the inconvenience and delay caused in the construction for the mistake on our part.

The reasons for the below standard quality of the construction materials are under investigation. I assure you that nothing of this sort shall happen again in future. I regret thoroughly on the occurrence of this incident. I am hopeful that this unfortunate event will not cast any shadow on the bright business relations which we have shared for such a long period of time. Looking forward to a utopian future in our relations,

Yours honestly,

Mr Johnson

Download Responding to Complaint Letter

From,

Mr Jackson,

B-11, Wilson Drive,

Glasgow

To,

Mr Lawrence,

B-10,

Wilson Drive,

Glasgow

Dear Mr Lawrence,

I, Mr Jackson, your neighbour, am writing this letter to put forward my grievance. The grievance is regarding the party which you had yesterday. I understand completely that things sometime get hysterical. However, the after effects of the party which you had yesterday are entirely beyond the reach of my understanding. My lawn has been a wreck because of the disruption caused by the guests in your party. Not only my lawn, have all the plants planted at the rim of the lawn suffered gravely from the outrageous and irresponsible behaviour of your guests.

Besides this, we have been denied peace for the entire night. Considering the good relations that we have had in the past, I did not complaint to the concerned authorities. I am hopeful that you will look after the things for not turning this disastrous in future. Looking forward to a utopian phase in the neighbourhood,

Yours sincerely,

Mr Jackson

Download Neighbour Complaint Letter

From,

Ms Veronica,

Blazing Dance Group

To,

Mr Finnegan,

Organiser,

Celestial Talent Show event

Dear Mr Finnegan,

It is very unfortunate that I have been required to write this letter to you. But, the circumstances appeal that strict actions are required to be taken pronto. The thing is that my group has been suffering the harassment from the other performers of the event. It has been entirely suffocating for us to perform in such an ambience. It would be better that the reasons of the harassment are discovered by you on your own.

This kind of treatment has never been met to us by anyone. And I am afraid that we have to pull out of the event if necessary actions are not taken in time. I may bear this to some extent; however, I would not tolerate mistreatment of my fellow performers. It has been extremely necessary for you to take charge of the situation and give us the ambience for the preparations which has been promised.

Yours honestly,

Ms Veronica

Download Harassment Complaint Letter

From,

Mr Simpson,

D-4,

Bridgeton Lane,

New Orleans

To,

Mr Fraser,

Gem Electronics,

New Orleans

Dear Mr Fraser,

This letter has surfaced to fulfil the need to submit my grievance at your disposal. I am entirely disgusted that the vacuum cleaner which I bought from your shop has broken down after a couple of uses. It has been promised to me that it is the best quality vacuum cleaner; but the promise has not been delivered. Warranty has been provided on the vacuum cleaner, but even then such an early break down of the machine is not justifiable. The letter is enclosed with the warranty card which has been provided with the vacuum cleaner for the one year warranty period of the vacuum cleaner.

I am expecting that the repair of the vacuum cleaner would be done at the earliest and you shall be sending someone to get it fetched from my home. I am hopeful that this time around a gem of a service is rendered from Gem Electronics.

Yours sincerely,

Mr Simpson

Download Product Complaint Letter

From,

Mr Jones,

General Manager,

The Mall,

Dubai

To,

Mrs Jessica,

Head of Quality Control department,

The Mall,

Dubai

Dear Mrs Jessica,

I, Mr Jones, general manager for The Mall, am writing this letter to forward some of the feedback which we have received for the upholstery products which The Mall provides. The feedback has not been encouraging at all. Most of the consumers are not satisfied for the quality of upholstery products which we are providing. There has been some problem somewhere which is needed to be investigated for these undesired results which have cropped up.

I assure you that utmost care is taken for handling and keeping of the products. I suggest that the area of concern is the making up of these products. I am hopeful that you would be taking the necessary steps for overcoming the undesired consequences for all the efforts which we put in. I would like to hear from you if anything can be done on my part in this context. Please, look after this urgently,

Yours sincerely,

Mr Jones

Download Complaint letter to Higher Authorities

From,

Mr Smith,

Junior sales manager,

The Mall,

Riyadh

To,

Ms Isabella,

Junior marketing manager,

The Mall,

Riyadh

Dear Ms Isabella,

This letter has come into effect for some serious concerns. The sales of the electronics products which The Mall offers have sunk by quarter levels in the last month. The quality of the electronics products has been reassessed, and everything else has been checked. The investigations among the consumers have resulted in the cropping up of the fact that these products are not marketed well and people are immune to the knowledge about these products.

This has lead to discovery of the fact that the marketing concentration for electronic products has dipped by nearly 20% and hence the drop in the sales of the products. I am hopeful that you will be looking into this matter for the uplifting of the sales of electronic products at The Mall. Proper and organised marketing is now required for getting things back on track. I hope that promotions for other products do not get hampered.

Yours honestly,

Mr Smith

Download Colleague Complaint Letter

Dated: ____________

Name:  First _________________ Middle _____________ Surname ______________

Address: Street address: _______________ City _______________ State _________________ Zip code _______________

To,

Name: ________________

Designation: ________________

Organization name: ____________________

Address: Street address: _______________ City _______________ State _________________ Zip code _______________

Reason for complaint: ______________________

Dear _________________________,

I am writing this letter to place a complaint regarding _______________________________ purchased from your organization. I had never expected that I would have to fill up this complaint form.

The purchase was made by me on _____________________ at _____________.

I had found that the _________________ was of inferior quality and it was ______________. This is never expected from a brand like yours and considering the reputation that you have.

I would kindly request you to please take immediate action and refund me the amount that I have spent on the purchase. I am also enclosing the bill along with this complaint letter form.

Thanking you,

Signature: _____________________

To,

Sid Malaya

Assistant manager

Customer Complaint Department

Jet Ski Airways

24 Hear Loud Road

North Carolina, California 7699

Dated: 2^nd of January 2012

Subject: Complaint for food quality on flight

Respected Mr. Malaya,

This letter is in regards to the food served by your in crew attendants in the flight in which I was travelling on 31^st of December 2012. The food was of a very inferior quality, above that the quantity of the food was also less.

I had placed a complaint regarding the food to the cabin crew but they refused to change it. The food did not tasted fresh at all. It was smelling stale and  was not at all worth eating. The quantity served is also very less and cannot suffice an adult. You need to increase the meal size.

I am a regular flyer of your flights and would request you take look into the matter as soon as possible.

Thanking you,

Neil Arm Strong

To,

Tom Moody

HR Manager

Tech Consultancy Limited

45 Technology Park Road

New York, New Jersey 5678

Dated: 4^th of February 2012

Subject: Complaint regarding transfer of less salary

Dear Mr. Moody,

This letter is in regards to my salary credited in the month of January. I have checked my salary slip and I believe that I have received less salary than what I am entitled to.

My monthly salary is $4000. But when I was checking out my salary account for the month of January I found that $1000 less has been credited in the account.  I contacted the HR executive of the company 2 days back regarding the same but have not yet got any reply.

I have never faced such situation before. This is not expected from the human resource department of such a reputed company.

I would request you to look into the matter and take action immediately.

Thanking you,

Henry Cooper

Assistant Manager

Marketing department

To,

Jack Ripper

Building Secretary

Sun Rise Apartments

43 West Side Road

New York, New Jersey 8567

Dated: 12^th of February 2012

Subject: Complaint regarding noise made

Dear Mr. Ripper,

This letter is in regards to the noise coming from the neighborhood apartment due to ongoing construction. This noise is very disturbing and I would like it to be stopped immediately.

There has been a noise coming continuously since last one month from flat number 403. I believe that the noise is the result of the construction taking place at their apartment since last one month. The noise comes not only during the day time but also during the night time. As a result my family members and I feel disturbed. We have a senior citizen staying at our apartment who is not keeping well health wise.

I would be highly grateful if you take an action immediately and ensure that the noise is stopped.

Regards,

Norman Creed

Flat no. 401

Sun Rise Apartments

—————

Complaint Letters

To,

Ryan Harris

Marketing Manager

Tele Medicine Consultancy Limited

23 Universal High Street

Brooklyn City, Iowa 4987

Dated: 3^rd of February 2012

Subject: Complaint against customer service

Dear Mr. Harris,

This letter is in regards to the telephonic conversation I had with one of your customer service executives on 2^nd of February 2012. I am very disappointed with the quality of customer service received and would like to lodge a complaint.

I had called your company on 2nd of February 2012 to place an order for some medicines. The behavior of the customer service executive was a turn off. He sounded very rude on the call. He did not sound helpful at all and above that he had no knowledge about all the existing products. As a result I could not place my order. When I asked him to transfer the call to a supervisor he refused. This type of behavior is not at all acceptable.

I request you to look into the matter as soon as possible.

Regards,

Jack Brown

To,

Lim Mason

Complaints Department Head

Rick Garments Retail Limited

31 Sun Shine Avenue

York Shire, Las Vegas 6790

Dated: 3^rd of February 2012

Subject: Complaint regarding purchase made

Dear Mr. Mason

This letter is in regards to the purchase of garments made by me from your retails store on 1^st of February 2012. I had purchased five shirts and three trousers out of which three shirts have turned out to be torn.

I have been purchasing garments from your store since last two years, but, I have never come across such situation before. I found three shirts out of the five to be torn. I would request you to refund me for the damages incurred or give me three new shirts instead of these shirts.

I would request you look into the matter immediately and take some action. I believe that you would not like to lose one of your regular customers.

Regards,

Larry King

———

Complaint forms

To,

Nancy Myers

Store Manger

Wall Mart Departmental Stores

56 Yankee Doodle Street,

Brisbane, United Kingdom 6790

Dated: 17^th of February 2012

Subject: Follow up for the complaint.

Dear Mrs. Myers,

This letter is a follow up to the complaint made at your departmental store on 10^th of February 2012. I had made a complaint in regards to a purchase made by me on the same day.

I had purchased ten cans of baked beans from your store on 10^th of February 2012. I had failed to check the expiry date at the time of purchase. On reaching home I found that five of the cans have expired. I lodged a complaint at the billing counter that day itself and the executive assured me to get back after talking to his seniors. It’s been 7 days and I have received no response from your store.

I would request you to take necessary action and refund me the amount or else I will have to go to the consumer court.

Regards,

John Woo

To,

Bill Murray

Customer Service Department Head

Tele Brands Products Limited

45 Regina High Road,

South Dakota, Carolina State 6789

Dated: 5^th of February 2012

Subject: Complaint against billing error

Dear Mr. Murray,

This letter is in regards to the billing error in the amount of $2000 on the purchase transaction number 5678 dated on 31^st of January 2012.

I had called your tele brand services  on 31^st of January 2012 to place an order for a set of abs rocker with a product code of AR78, but when I received the bill along with the product yesterday I realized that I have been charged for a treadmill along with the abs rocker when I have never ordered for a treadmill. This kind of service is not expected from your end. I have charged $1500 more from that of my original billing amount.

I am enclosing a copy of the bill received from your end. Please look into the matter as soon as possible and refund my amount.

Regards,

Oliver Twist