Want to write complaint letter but don’t know how to write complaint letter then this article is only for you and the learners who wants to learn letter writing. In today’s article we are sharing the steps, Tips or samples for writing complaint letter.
Writing Complaint letters are usually written to business firms, water supply boards,telecommunication boards, electricity boards, sewerage boards and several other organizations.

Purpose of writing complaint letter is to remind the people of these firms about their defective products or poor services.

It is extremely important to provide all the details in your complaint letter as the information can be further used for verification.
The letter should demand immediate response, quicker decision or positive action in order to resolve the complaint as soon as possible. The message conveyed in the complaint letter should be direct and credible.

When writing a complaint letter, you need 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.

How to Write Complaint Letter:

1. In the first paragraph of complaint letter you should identify what the issue is and any relevant information that you believe is important.

Don’t Forget to Include Following Things in Complaint Letter

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
• Reference number

Be sure to stick with the facts and avoid putting emotions into your letter.

2. The next paragraph of the complaint letter should 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.
3. The last paragraph of complaint Letter should 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.
4. Be sure to keep a copy of the complaint letter for yourself and include photocopies of any relevant documents and enclose them with your letter.

Sample of Complaint Letter

To write a very personalised complaint letter, you can use any of the samples provided and add your own message. Make sure you proofread your complaint letter carefully.
65 Market Street
Val Haven, CT 95135

June 30, 2014
Customer Service
Cool Guy Sports, LLC
8423 Green Terrace Road
Guyville, 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 had dirt all over them and there was a small tear in front of the part where the
left toe would go. Lastly, and perhaps most disturbing, there was a small blotch of what looked
to be dried blood on one of the shoelaces. My order number is AF26168156.
To resolve the problem, I would like you to credit my account for the amount charged for my
cleats; I have already went out and bought a new pair of cleats at my local sporting goods store
so sending another would result in me having two pairs of the same cleats.
Thank 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
Kenny “Soccer Man” Thomas