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Complaint mail format

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Complaint mail format
May 03, 2019 Anniversary Wishes 2 comments

Just like most of other letter formats, a letter of complaint also has basic format or rule of writing. Only the subject matter, content and certain other criteria need to.

Sample Complaint Letter Template

Use this sample complaint letter (.txt file) the next time you need to file a complaint. Are you unsure how to use it for your situation? Check out an example letter that used this format.  

Your Address
Your City, State, ZIP Code

(Your email address, if sending via email)


Name of Contact Person (if available)
Title (if available)
Company Name
Consumer Complaint Division (if you have no specific contact)
Street Address
City, State, ZIP Code

Dear Contact Person or Organization Name):

Re: (account number, if applicable)

On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number, or service performed) at (location and other important details of the transaction).

Unfortunately, your (product or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly; the service was not performed correctly; I was billed the wrong amount; something was not disclosed clearly or was misrepresented; etc.).

To resolve the problem, I would appreciate your (state the specific action you want: money refunded, charge card credit, repair, exchange, etc.). Enclosed are copies (do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).

I look forward to your reply and a resolution to my problem and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).


Your name


Here's a sample letter to help you draft your own complaint about a product or service.

A letter of complaint

complaint mail format

The following is a sample complaint letter about a defective product that was installed on a home. Notice the details about the product/service, references to supporting documents, the overall tone of the letter and the request for specific action.

David Jones
123 Anywhere Street
Best Town, Best State 88888


Mr. Bill Stevenson
Rain Gutters R Us
456 Somewhere Road
Best Town, Best State 88888

Dear Mr. Stevenson:

Your company recently installed rain gutters on my house in Country Meadows. We paid $4545 for new gutters on every face of our two-story home. The work took place on 10/2/2009. Attached is a copy of the invoice showing the work was completed and paid in full.

We were very happy with the service we received and your crew was very kind and professional. Unfortunately, during the heavy snow storm we had last week, our new rain gutters on the north side of our house fell off. While I am not an expert, it appears that several of the fasteners where inadvertently left out during installation.

We ask that you send your crews back out to complete the job that was paid for, replacing the gutters that have detached and inspecting the remainder of the gutters for similar issues.

We look forward to hearing back from you in the next several days to confirm when you will be returning. We expect to see your crew within the next three weeks and will wait until then before contacting the state contractor’s license board.

Feel free to contact me at (123) 456-7890 to schedule or visit or with any questions or concerns.


David Jones

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complaint mail format

Dear Sir/Madam,

I am writing to express my dismay at the service at your Eden Hill branch on Saturday 14 January.

I often collect prescriptions from the pharmacy on behalf of my grandmother, Mrs Elaine Bingham. On this occasion there were two prescriptions: one for 10 x 50 mg Kendomol and one for 50 x 100 mg Leoprone. I was served quickly even though there appeared to be only one pharmacist on duty. However, as I was leaving I saw that I had been given 500 mg tablets of Kendomol. This is ten times stronger than the prescription called for.

If I hadn't noticed the difference between the prescription and the actual tablets, my grandmother could have taken a dangerous overdose of Kendomol. I would be worried about getting any future prescriptions at Eden Hill.

The pharmacist apologised and corrected the mistake but I wanted to bring it to your attention. I think it happened because there were not enough staff on duty. I understand that mistakes happen but there needs to be a minimum of two pharmacists at all times so all prescriptions can be checked.

I hope you can take steps to make sure this mistake does not happen again.

Yours faithfully,

Roger Bingham

Our legal experts have created scores of template complaint letters to help you. If you'd rather not use our letter search tool, you can use one of our 10 most.

Assignment Point - Solution for Best Assignment Paper

complaint mail format

Having a problem with a product or service can be frustrating. When you’re trying to resolve a problem with a company, the first step should be to discuss your concerns with a representative of the business. If a phone call or email doesn’t resolve the problem, consider writing a complaint letter.

A letter is important. It puts your complaint on record with the company, helps preserve any legal rights you may have in the situation, and lets the company know you’re serious about pursuing the complaint.

Use this sample letter and these tips to write an effective complaint:

  • Be clear and concise. Describe the item or service you bought and the problem. Include serial or model numbers, and the name and location of the seller. If you’re following up on a conversation, be sure to say who you spoke with and confirm the details of your discussion.
  • State exactly what you want done and how long you’re willing to wait for a response. Be reasonable.
  • Don’t write an angry, sarcastic, or threatening letter. The person reading your letter probably isn’t responsible for the problem, but may be very helpful in resolving it.
  • Include copiesof relevant documents, like receipts, work orders, and warranties. You also may want to send copies of emails and notes from conversations you’ve had with the seller about the problem. Keep your originals.
  • Include your name and contact information. If an account is involved, be sure to include the account number.

You may want to send your letter by certified mail and request a return receipt. That way, you’ll have proof that the company got your letter and who signed for it.

If your letter doesn’t do the trick, you may want to get outside help and look at other options. For more information, see Resolving Consumer Problems.

Tagged with: complaint, customer service, dispute resolution, product, refunds, shopping


Sample Complaint Letter & Email - consumeraction. If you run a business that sells to the public no matter how great your goods or services are the old adage.

complaint mail format
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