Complaint Letter

What is the Format of Complaint Letter?

The letter of complaint format is a formal letter written to the concerned authority if you have any problems/ dispute/mistakes/misbehavior or any kind of complaint. The format to write the letter is given below:

Sender’s Address (From address)

Date:

Receiver’s Address (To address)

Subject: (Mention the reason for complaint)

Salutations (Dear/Mr./Ms.)

Body of the letter:

Introduction

Main reason to write the letter

Conclusion

Closing of letter (Yours sincerely/faithfully)

Signature

Complaint Letter for Poor Service

From,

Sachin Kadam

Flat 24, Sunshine Apartments,

SVS Road, Mumbai – 28

20th July 2022

To,

The Customer Service Manager,

XYZ Company,

Mumbai – 28

Subject: Complaint letter regarding poor service of broadband network

Dear Sir/Ma’am,

My name is Sachin Kadam, and I live at Sunshine Apartments. I’m writing to raise your attention to the bad service provided by your broadband network in our building. Your company’s network is inadequate, and it frequently produces fluctuations, resulting in network outages.

Many of our apartment occupants are currently working from home, and they rely greatly on internet connectivity and speed. I had previously filed a complaint about the same issue. However, no further progress has been achieved.

I hereby request that you remedy this issue as soon as possible, or we will be forced to discontinue utilizing your services on an unsatisfactory note.

Yours Faithfully,

Sachin Kadam

Signature

Complaint Letter

Q1 : Write a letter to M/s. Oxford Publishing House, London complaining that the books sent by them were not those you had ordered for. Ask for a replacement. You are Varun Joshi, Sector-20, Chandigarh.

From,

Examination Hall
Sector-20, Chandigarh
February 20, 2021
To,

The Manager

Oxford Publishing House
Consumer Complaint Division
London
Subject- Complaint regarding receipt of wrong set of books.

Sir/Madam
I bought a book set (Order No. 000154) to be delivered to Chandigarh, Sector-20 On February 1, 2021. To my dismay, I have not received the set I ordered for and have instead, received the wrong book set. I am highly disappointed.
To resolve the problem, I would appreciate it if you could replace the wrong book set with the one originally ordered. Please let me know as soon as possible what action you propose to take.I look forward to hearing from you within the next ten days. Enclosed are copies of the transaction document and the receipt. I look forward to your reply and a resolution to my problem and will wait until the aforementioned time before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at 098100XXXXX.
Sincerely,
Varun Joshi
Enclosure(s)- Copy of receipt and transaction docs.

Reply to Letter of Complaint

When writing a customer complaint response, consider following these steps:

Read the entire complaint. ...

Acknowledge the issue: Thank the customer for bringing the issue to your attention. 

Apologize: Express your understanding of the customer's frustration and apologize for any inconvenience. 

Offer a solution: Provide a resolution, such as a replacement or refund. 

Explain your actions: Provide details about what you've done to investigate the issue. 

Set expectations: Be clear about the timeline for resolving the issue. 

Keep the customer updated: Let the customer know the status of their complaint. 

Offer compensation: If appropriate, show your appreciation for the customer's business with a goodwill gesture or compensation. 

Tips for responding to customer complaints

When writing your customer complaint response letter, consider the following tips:

Address the customer by name: Make sure to include your customer’s name and double-check that you have spelled it correctly. By avoiding a generic greeting and directly addressing your customer, you will appear more sensitive and personable.

Consider the customer's point of view: How would you feel if similar circumstances had happened to you? How would you like a company to respond to your complaint? Keeping the customer’s point of view in mind can help you compose an empathetic response.

Respond as promptly as possible: A quick response signals to the customer that you take their opinions and their loyalty seriously. Take enough time to thoroughly understand the complaint but answer as promptly as you can.

Customer complaint response example

Dear Joan Smith,

We received your complaint regarding the damaged item you received as part of your recent online order. We are sorry this has happened and we realize the inconvenience this has caused you.

We have already shipped a replacement item to you at no cost and you should receive that item within two business days.

We value your loyalty as a customer and would like to extend to you a ten percent discount that can be applied to your next order. 

Please let us know if there is anything we can do to make your shopping experience easier with us, and we thank you for your feedback.

Sincerely,
Acme Craft Supplies

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