How to Write a Complaint Letter in English for various topics
There may be problems with the product/service provided by a company for which you may be charged. Here, the first step to show your displeasure is to call the company representative to discuss the issue. The subsequent step is to compose an email to the organization client care. If this also fails, you can consider writing a complaint letter to the company.
Complaint letters are of great importance as it keeps your complaint with the company on record. This helps you preserve any legal rights you may have in the situation. Also, it lets the company know that you are serious about pursuing the complaint through legal means.
A complaint letter is used to express concern about things being done unfairly and to get a productive result. This will motivate other distressed consumers and influence the authorities to take appropriate action and make the defaulters more accountable and responsible.
So, let's understand how to write a complaint letter?
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| Complaint Letter |
Here are some tips for writing a complaint letter
1. Need to be clear and concise
Describe the product or service you purchased and the problem you encountered. Include unique numbers like the product's serial number, the model number, and the seller's location. Also, know where the service or product is purchased from. If you have already informed the company and the seller, you can include them as references in your complaint letter.
2. State clearly what is required
You need to express exactly what is required of you and how long you are willing to wait for a response. Be a little wiser.
3. Be polite in your letter
When writing a letter to be responsible, don't make the letter sarcastic or threatening. The person who is reading the letter will not be responsible for the problem, but may be able to solve the problem.
4. Include copies of relevant documents
Copies of documents such as receipts, work orders and warranties need to be included in the letter. You may also want to send copies of the email the seller has. Do not send the original with the letter.
5. Contacts and Information
Include your contact and other necessary details in the letter.
Please ensure that you courier the complaint letter through a reputable company so that you can be sure that the letter has been delivered to the company. Also, the courier company is able to provide you with proof of receipt.
Complaint letter Sample Format
Sample 1. Complaint letter for cars and scooters parked in your locality without permission, causing road blockage
Plot No. 13, Moraj Residency,
Badlapur,
Mumbai
March 28, 2020
Building Secretary,
Mumbai,
Subject – Complaint regarding bad parking habits in the locality
Sir,
I am seeking to bring to your notice the bad parking habits of the residents of our locality which has caused a lot of chaos and there is no space for parking for people who are coming back late from their work.
Though specific areas have been defined for parking of each apartment, cars are being parked between two parking slots. Due to improper parking by residents, one car replaces two to three vehicles, leading to mismanagement. Two wheelers are not allowed to park in the allotted area. Due to this a lot of problems arise as other people have to waste a lot of time in finding parking spots in different localities. It also causes frustration and stress for the safety of the vehicle.
Many times notices and warnings are also given to those who break the rules, but still there is no improvement. You are requested to take strict action against the violators as this is disturbing our community harmony, and residents are fighting among themselves. Effective action against violators will be highly appreciated.
Regards,
concerned citizen
Sample 2. Writing a complaint letter to the watch company to inform that the watch purchased from their brand is not working properly.
16/17, Sector 10
Ludhiana
March 30, 2020
M/s Titan Corporation
Customer Compliance Division
Ludhiana
Subject: Complaint regarding working and replacement of watch
Sir/Madam,
On 20th March'20, I purchased your brand watch model no.12345 costing Rs.10,000/- from your authorized dealer store.
Unfortunately, your product hasn't worked well. Even though I have changed the battery several times, the watch is not working half the time. I am very disappointed as this was not expected from such a well known brand and store.
To solve this problem, I recommend that you replace the product with a fully working new model. I have all the necessary documents, including the guarantee card and purchase receipt in pristine condition. I am enclosing copies of the same for your reference and record.
I look forward to receiving positive response and solution for our problem. I will wait for ten days before complaining in consumer court. You can contact me on the mobile number or address given below.
Regards,
Concern buyer
Attachments: 1) Copy of Receipt
2) Copy of Guarantee Card
Contact Number – 12345678
Conclusion
A complaint letter is an effective way to resolve issues related to a bad product or poor customer service experience. The right letter has the ability to certainly stand out enough to be noticed and powerful outcomes. The objection letter is additionally the reason for future legitimate activity, if essential.
People who take the time to show a complaint letter want to solve the problem without complaining. Allowing the company to fix the situation may resolve any complicated feelings.
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