Formal Letter of Complaint

There are a lot of times when you are not satisfied with a product or the services offered by a certain company, the best way to revert to them is by writing a formal letter of complaint.

These letters are effective way to express your dissatisfaction about the product or service. It is here where you can give a clear picture of the problem you are facing.

Always remember to include all the details of the transaction in the letter. No one likes complaining but in some occasion this is the only way to bring up a concern to settle grievance. These letters are always effective if used properly.

Instruction for Writing a Formal Letter of Complaint

Here is a sample formal letter of complaint that can help you and give a basic idea as to how to write one:

Formal Complaint Letter Sample

(Sender's address)

(Recipient's address)

Dear Mr. XXXX

I am writing this letter to issue a complaint regarding a recent purchase of a product. On (Insert the date when you purchased the product and the year), I purchased the (product's name along with the serial number) and the product model with model number (number of the model) from one of your outlets of (price of the product).

The product has not been working and (mention the reasons of complain) I have found that the (the product defects for example grinder blades). Moreover, when the product runs or works (write something what exactly happens with it for instance, such as "whenever I use the mixer runs the machine becomes very hot in few seconds". One of the, (if any of the attachments were missing or broken, mention clearly about this on the letter). I complaint four times at the customer service center but no action has been taken up till date.

I called the customer service and did not get any solution of my problem. Although I have shopped many times from your outlet, but have never come across with any such kind of problem.

I request you to kindly look on the matter and resolve the problem as soon as possible. I have enclosed with these letters a copy of the bill and my complaint no. is (insert the number).

Thank you,

(Your name)

Encl: 1: copy of the bill
Encl: 2: (any other receipts required)

Another example for a formal complaint letter

(Sender name)
(Sender title/position)
(Sender organization name)
(Sender Street Address)
(City, state, zip code)


(Recipient's address)

(Recipient's title/position)
(Recipient's organization)
(Street address)
(City, state and zip code)

Sub: Formal Complaint about Poor Services

Dear (Name),

Kindly treat this as a formal letter of complaint about the poor services that was rendered by your company on many occasion in the past. The most recent one which was never expected was met (mention the date).

We are disappointed because the service has not performed as it should perform (state the problem and give as much detail as possible).

We would appreciate if you take some necessary action regarding the whole matter (state the action here which can be in terms of refund). Enclosed are the copies of the receipt.

- (Name)

These are some tips and ideas as to how you can write a formal complaint letter of complaint.

Related Complaint letter

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