These letters are written to complain about a defective product or service. These letters are written in very polite language. Such a letter is addressed to the relevant person of the company/ organisation/ dealer/ service provider who has supplied the defective product or provided poor service. The writer will introduce himself/ herself and give.
- Details of the product/ service
- Payment information like bill/ cash memo number
- Model number (if applicable)
- Compensation or corrective action required
- Nature of the complaint
- Date and place of purchase/ service
- Names of associated persons from the supplier side (if applicable),
- Any other details necessary for resolving the complaint.
When writing a letter of complaint, there are several points to keep in mind:
- Be clear and concise: Clearly state the reason for your complaint in a straightforward and easy-to-understand manner. Avoid long-winded explanations or irrelevant details.
- Be specific: Provide specific examples of the problem you experienced, including dates, times, locations, and names of individuals or products or services involved, if possible. This will help the recipient of the letter understand the situation more clearly.
- Be objective: Avoid using emotional or accusatory language. Stick to the facts and avoid making assumptions or generalizations.
- Be respectful: Address the recipient of the letter in a polite and respectful manner. Avoid using derogatory language or making personal attacks.
- Provide solutions: Offer suggestions for how the problem can be resolved. This will demonstrate that you are willing to work with the recipient to find a solution to the problem.
- Request a response: Ask for a response from the recipient of the letter. This will show that you expect the matter to be taken seriously and that you are committed to finding a resolution.
- Keep a copy: Make sure to keep a copy of the letter for your records. This will be useful if you need to follow up with the recipient or escalate the issue to a higher authority.
Format of Complaint Letters
You are Aradhna/Aradhya, a resident of Lucknow. You are a subscriber of a weekly magazine named Outlook. Lately, you have not been receiving copies of the magazine on a regular basis. Write a letter to the Sales Manager, Outlook regarding the non-receipt of copies. (100-150 words)
Examples of Complaint Letters
Q. You bought a mobile phone from a reputed showroom in Mumbai but after a month it developed a serious fault. Write a complaint letter to the Manager of the showroom asking for immediate replacement of the same. You are Sadiq/Razia, 123, South TT Nagar, Bhopal. (100-150 words).
Answer:
123, South TT Nagar
Bhopal – 462003
17th November, 20XX
The Manger
Multimedia Stores
245/7, Dr Bhadkamar Marg
Mumbai – 400004
Subject: Apple iPhone Defective within Warranty Period
Sir
On my last visit to Mumbai, I bought an Apple iPhone 7 Sr No.78768943 from your showroom on 16th October, 20xx. The Cash Memo number is MS/456/17-18. Unfortunately, the phone has stopped working since yesterday, which is very surprising for such a high-quality product. It has not been damaged in any way by me.
So you are requested to inform me of the action to be taken for the free replacement of this phone. You are welcome to contact me on mobile no. 98765xxxxx for any clarification.
Yours faithfully
Sadiq
Q. You had taken an Annual Maintenance Contract from M/s Cool Service Agency, Panchkula, for maintenance of the 16 Samsung air conditioners installed in your office in Sector 17, Chandigarh. However, the service is irregular and unsatisfactory. Write a complaint letter to the proprietor of the agency. Invent the necessary details. You are Dev Arora, Punjab Coaching Institute, Sector 7, Chandigarh. (100-150 words).
Answer:
Punjab Coaching Institute
Madhya Marg, Sector 7, Chandigarh – 160007
7th May, 20xx
The Proprietor
M/s Cool Service Agency
Sector 4, Panchkula – 134112
Subject: Unsatisfactory Annual Maintenance Service for Samsung ACs
Dear Sir
We had taken an AMC (Annual Maintenance Contract) for our 16 Samsung air conditioners with your agency under contract to AMC 23/17 on 15th March, 20xx. At that time, we were assured by your Marketing Executive that your service engineer would carry out a monthly preventive maintenance visit in the first week of every month and any other complaints registered by us will be promptly attended to within one day.
Unfortunately, the preventive maintenance monthly visit for May has not been held so far. Last month two of our complaints got an unsatisfactory response from your side, as they were attended after 4-5 days. This is causing great inconvenience to us. Our students have started complaining and threatening to boycott classes due to the discomfort during summer.
You are requested to initiate action at the earliest so that you honour the terms of the AMC, otherwise, we will be compelled to go to the consumer forum for redressal.
Yours faithfully
Dev Arora
Manager
Q. Write a letter to the Director of the Archaeological Survey of India complaining about the damage caused to a historical monument in your city due to negligence.
Answer:
36, JL Nehru Road
Kolkata – 700017
13th July, 20xx
The Director
Archaeological Survey of India
Kolkata – 700001
Subject: Damage Caused to Monument
Sir
I wish to bring to your notice the deplorable condition of the Victoria Memorial Monument and the grounds surrounding it. Being old, the monument is in constant need of repairs, which are not being carried out periodically or when required. This should be arranged by your office, as the Government of India has authorised you for this purpose.
Further, the grounds are littered with soft drink plastic bottles, paper scraps and polythene bags thrown by visitors, much to the disgust of foreign tourists. This monument is of prime importance to the history of our country and it is about time the civic authorities should realise this fact. They should carry out the cleaning regularly.
Necessary repairs should be carried out to the interior as well as exteriors of the monument. Security personnel should be increased to prevent littering of the grounds. If these measures are carried out, I am sure the Victorian Memorial will regain its lost glory.
Yours faithfully
Reena Basal
