How to Write a Simple Complaint Letter

Writing a complaint letter effectively requires clarity, conciseness, and a polite tone. Below is a detailed guide on crafting a simple yet impactful complaint letter.

1. Start with a Clear Subject Line: Ensure your letter has a clear and direct subject line. For instance: "Complaint Regarding Defective Product" or "Concern About Poor Customer Service."

2. Address the Right Person: Direct your letter to the appropriate individual or department. If you’re unsure, address it to the customer service department or the general contact address.

3. Use a Professional Greeting: Begin with a formal greeting, such as "Dear [Recipient's Name or Title],"

4. Introduce Yourself: In the first paragraph, briefly introduce yourself and provide any relevant account or order numbers.

5. State the Complaint Clearly: Clearly and specifically state the issue. For example: "I am writing to express my dissatisfaction with the recent purchase of a [product name] from your store. The item arrived damaged and does not function as described."

6. Provide Details and Evidence: Include details about the problem and any evidence, such as receipts, photographs, or correspondence. This helps substantiate your complaint.

7. Specify the Desired Resolution: Clearly state what you expect as a resolution. Whether you are seeking a refund, replacement, or repair, be specific about your request.

8. Express Willingness to Resolve: Indicate your willingness to discuss the matter further or provide additional information if needed.

9. Close Politely: End the letter with a polite closing statement. For instance: "Thank you for your attention to this matter. I look forward to your prompt response."

10. Sign Off Professionally: Finish with a formal sign-off, such as "Sincerely," followed by your name and contact information.

Sample Complaint Letter:

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Dear Customer Service,

I am writing to express my dissatisfaction with the recent purchase of a [product name] from your store. The item, order number [123456], arrived on [date] and was found to be defective. The [specific issue with the product] has rendered it unusable.

I have attached photographs of the damage and a copy of my receipt for your reference. Given the circumstances, I kindly request a full refund or a replacement of the product at your earliest convenience.

Please let me know if you require any additional information to process my request. I appreciate your prompt attention to this matter and look forward to your response.

Sincerely,
[Your Name]
[Your Contact Information]