Effective Complaint Letter Examples & Writing Tips
Complaint Letter Examples and Writing Tips
Dear Sir/Madam,
I am writing to complain about the unsatisfactory service I received from your company.
On 25th March, I purchased an HB 1 Smartphone from your London branch. The problems began the first day when the phone wouldn’t charge. I returned to the shop and was given a new charger. Then, yesterday, the battery died completely. This time, I was told that the battery was faulty and that I could buy a new one for 35€. I was shocked because my phone had a one-year guarantee. The representative explained that the guarantee did not include the battery. To make matters worse, each time I returned to the shop, I had to wait for about an hour in the queue before being served.
Firstly, I would like to point out that when someone purchases a new phone, they presume that the battery will work, and in my opinion, it is unacceptable that you do not guarantee the batteries for all the phones you sell. Furthermore, I suggest that you hire more customer-service staff so that customers do not have to wait in such long queues.
I trust that you will seriously consider changes to your current policies.
I look forward to your reply.
Yours faithfully,
Xenia Rivera.
Dear Sir or Madam,
I wish to express my dissatisfaction with the above iron, which I purchased from The Electrical Store in Newtown on 10 October, 2015. On using it for the first time, I found that the temperature control was faulty; it was not possible to set it for any temperature apart from the highest, for cotton.
When I attempted to return the iron to the store, the cashier said that the store was unable to replace it or offer me a refund but advised me that it could be sent away for repair. As I need an iron on a daily basis, and it was not clear how long a repair would take, this option was unsatisfactory. As the iron clearly does not function as it should and therefore does not comply with the legal standards of product quality, I am writing to you to ask for a full refund of the £35.99 retail price.
I look forward to hearing from you within the next two weeks.
Yours faithfully,
Jenny Hawkins
Dear Mr. Black,
Following our telephone conversation earlier today, I am writing to give details of my dissatisfaction with my stay at the New Hotel, Los Cristianos, Tenerife, on 10–18 August 2010, which I booked with your company for me and my family.
My central complaint is that the hotel fell far short of the description in the brochure. We had booked two double suites, in rooms 213 and 214. Although the rooms were billed as four-star accommodation, they were very cramped, and the furnishings were worn and dirty. In addition, the shower in room 213 did not work. The hotel’s grounds, described in the brochure as “pleasant, tranquil, and spacious,” were in fact bordered on two sides by a very busy main road. The swimming pool was closed the entire week for repairs.
When we spoke to your representative, Tracey Mills, she promised to try to get the shower fixed, but this took an unacceptably long time to happen—three days from when we first complained. I asked her to fill out an accommodation report form detailing these issues, and I enclose a copy for your information, together with photos of the bedrooms and the hotel grounds.
As I stated in my telephone call, I feel that we are due a full refund for this hotel stay as it failed to meet the description in the brochure, and it ruined our holiday.
I look forward to your prompt reply.
Yours sincerely,
Xenia Rivera
General Notes for Writing Complaint Letters:
- Avoid contractions.
- Use connectors to improve flow.
- If you do not know the recipient’s name, use “Dear Sir/Madam.” If you know the name, use “Dear Mr./Mrs./Ms. [Last Name].”
- Use “Yours faithfully” if you do not know the recipient’s name. Use “Yours sincerely” if you know the recipient’s name.