Complaint Letter

A formal complaint letter is written as a means to communicate in an official manner to

concerned authorities to voice your grievance. The complaint could be regarding problems after
purchasing a new item, taking service from an organization and so on. It can also include
grievance against another individual or certain circumstance in work-place, home-front and so
on. The content should be brief and precise and the tone of the letter should be formal and
polite.

 Start by mentioning order number for the item/service requested. Mention new item’s
specifications, location of store from where it was procured, date of purchase and
warranty.

 Mention defect/damage noticed on delivery of new item or dissatisfaction in service

provided.

 Mention if you are returning defective/damaged item to the show-room along with copy
of warranty-card and payment-receipt.

 End by requesting concerned authority of the company to replace/repair the item or

render proper service and oblige.

Your Name
Your Address (can be positioned left, right or centre)

Date

Recipient’s Name (specific official or person)

Recipient’s Address (can be positioned left, right or centre)

Reference or Subject (Complaint for the Order # ______)

Dear Recipient (Salutation)

First Paragraph – Your purchase, order, service to be complained

We regret to remind you that…..
I am writing to complain about…..
We are sorry to inform you that…..
Second Paragraph – Details of amount involved, dates, people concerned etc.

Third Paragraph – Your expectations and experience

Call to Action – Request for rectification of the complaint
Subscription – Thanking you, Regards
Your First Name Last Name
Q) You are Rachit/Rachna of Avon Tiffin Services. Last month you had purchased 2 Solar
Cookers from “ABC Kitchenwares” for your kitchen. But lately you have come across troubles
because of the cooker as your purpose of fast servicing has not been fulfilled. Write a
complaint letter to the Sales Manager showing your disappointment towards their services.
Shop No 20
Avon Tiffin Services
Chandni Chowk
Delhi

Dec 6, 2017

The Sales Manager

ABC Kitchenwares
Shop No 32
Preet Vihar
Delhi

Sir
Subject: Complaint for the Order # 201/RT/31

This is to bring to your notice that two Philips Solar Cookers (20 litres each) were purchased
on Nov 25, 2017, vide cash memo 201/RT/31, have not been working as desired.
They worked well for a week however lately they have started creating problems. The
reflectors are not working properly and the fluctuations in the intensity of heat make the
cooking difficult. Even the metallic polish on the outer surface has chipped off.
My purpose behind purchasing the cooker to prepare meals on time and provide fast
services to my customers has not been fulfilled.
Since the cookers are not even a month old and are still in warranty period, I wish them to
be replaced with the new ones at the earliest.

Thanking You
Regards
Rachit
Encl: 1. Photocopy of Cash Memo
2. Photocopy of Warranty Card