HTML Preview Business Complaint Letter Format Sample page number 1.
Writing a Complaint Letter
The complaint letter should be written in the business letter format. When writing a complaint letter you
want to keep it short and to the point to help ensure that your letter will be read in its entirety, if you write a
seven-page complaint letter, it's highly unlikely that someone will sit down and read all seven pages. The
complaint letter should be addressed to the customer service/consumer affairs department or the head office
if there is no customer service department. The address and contact information of the customer service
department should be available on the company's products or website.
First paragraph: You should identify what the issue is and any relevant information that you believe is
important. Be sure to include the following information if it's applicable to the situation: the date/time of the
issue, location, name of person on duty, name of product, what the problem was, your account number,
model number, price, warranty information and reference number. Be sure to stick with the facts and avoid
putting emotions into your letter.
Next paragraph: State what you would like done to resolve the situation. If you received poor service, you
could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange
the product for a new one or request a refund.
Last paragraph: Thank the reader for the time. You can also throw in some compliments about something
you liked about their company's product or service.
You should include your telephone number/e-mail address after your printed name so that they can contact
you ASAP if necessary. Be sure to keep a copy of the letter for yourself and include photocopies of any
relevant documents and enclose them with your letter.
Sample Complaint Letter
Jim Dandy
2525 E. 34th Street
Greeley, CO 80631
July 15, 2006
Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435
Dear Sir or Madam:
I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received
the order on June 26. Unfortunately, when I opened it I saw that the cleats were used. The cleats were dirty
and there was a small tear in front of the part where the left toe would go. My order number is AF26168156.
To resolve the problem, I would like a credit to my account for the amount charged for my cleats, I have
already purchased a new pair of cleats at my local sporting goods store so there is no need to replace the
defective cleats.
Than you for taking the time to read this letter. I have been a satisfied customer of your company for many
years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at
(555) 555-5555.
Sincerely,
<Signature>
Jim Dandy