Complaint Letter Format and Samples with Tips

What is a Complaint Letter

A complaint letter is a formal communication highlighting issues you’ve faced, often sent to companies, landlords, or departments like police or electricity. Whether it’s a faulty product, unsatisfactory service, or a neighborhood disturbance, this letter officially states your problem and asks for a resolution.

Writing a Complaint Letter requires a clear, direct approach. You’ll need to explain your issue, providing examples if possible, and express what you want to be done. It’s more than airing grievances; it’s seeking actionable responses from authorities or businesses.

Different situations call for specific types of complaint letters. You might be writing to a company about a product or service, addressing a landlord regarding tenant issues, or contacting the police for a community-related problem. The format can slightly vary, but the essence remains: you’re formally requesting attention and action on a problem affecting you.

Remember, the language, tone, and structure are crucial, regardless of whether the letter is in English, Hindi, or any other language. A well-written complaint letter can be a powerful tool to get issues resolved efficiently.

How to Write Application Letter

How to Write a Complaint Letter?

Writing a complaint letter doesn’t have to be daunting. Whether you’re unsatisfied with a product, facing issues with services, or have concerns requiring police attention, here’s how you can put your thoughts into words and seek a resolution.

1. Start with Your Contact Information: Begin your letter by listing your contact details at the top. Whether it’s a complaint letter to a company or the electricity department, you want to make sure they know how to get back to you.
2. Add the Date and Recipient’s Information: Just below your contact information, include the date and the recipient’s name and address. This part establishes who the complaint is directed to and records when it was sent.
3. Craft a Polite Salutation: Though you might be frustrated, remember, courtesy goes a long way. Start with a friendly, “Dear [Recipient’s Name],” to set a respectful tone.
4. State Your Problem Clearly: Now, dive into the heart of the matter. Describe your issue, ensuring you provide essential details. If it’s a service-related problem, mention dates, involved parties, and the nature of the poor service. For product complaints, specify the product type, purchase date, and issue encountered.
5. Provide Specifics and Evidence: The more specifics, the better. Share any relevant details like contract terms, specific conversations, or promises made. Include copies of documents, receipts, or photos to substantiate your claim, especially if it’s a formal complaint letter sample against a person or entity.
6. Express What You Want Done: After outlining the problem, clarify what you expect as a resolution. Are you seeking a refund, replacement, or a formal apology? Be straightforward about your expectations.
7. Write a Closing Statement: Reiterate your reason for writing, thank the recipient for their attention to the matter, and express your anticipation for their prompt response.
8. Sign Off Respectfully: Conclude with a polite sign-off like “Sincerely” or “Regards,” followed by your signature.
9. Review and Send: Before sending your letter, double-check for typos or missing details. A well-written letter, free of errors, makes a professional impression.

Letter Writing Types, Format and Examples in English

Whether you’re dealing with a high electricity bill, writing a complaint letter to the police, or addressing a company’s customer service, these steps can be your guide to expressing your grievances effectively and getting the action you desire.

Complaint Letter Format

Here is a format of letter to complaint

[Your Name] [Your Address] [City, State, Zip Code] [Date][Company Name] [Company Address] [City, State, Zip Code]Dear [Recipient’s Name],I am writing to express my dissatisfaction with the [product/service] that I recently purchased from your company. I am disappointed with the quality of the [product/service] and would like to bring this to your attention.

Issue Details

• Date of purchase: [Date]
• Product/service: [Product/service name]
• Price: [Price paid]
• Location: [Location where purchased]

Issue Description

[Describe the issue and how it has affected you]. Include any specific details, such as serial or model numbers, and the name and location of the seller.]

Supporting Documents

• Attached: [Receipts, contracts, or other relevant documents]

Request

I would like to request a [refund/replacement/repair] of the [product/service] or [describe what you would like the company to do to resolve the issue]. I believe that this is a fair and reasonable request given the circumstances.

Timeline

I hope that we can resolve this matter amicably and in a timely manner. I am willing to give the company [number of days] to respond to this issue.

Conclusion

I look forward to your prompt response and a satisfactory resolution to this issue.Sincerely,
[Your Name]

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Complaint Letter Class 10

Your Name
Your Address
[Date]

Store’s Name
Store’s Address

Subject: Complaint Regarding Damaged Book Received

Dear Sir/Madam,

I am writing to inform you that the science textbook I ordered from your online store on [date] arrived in poor condition. The cover is torn, and several pages are so badly creased that they are illegible.

As a class 10 student, I rely heavily on my textbooks to prepare for my examinations. This situation has disrupted my study schedule. I kindly request you to expedite the replacement of this book with one in pristine condition. Please inform me of the steps I need to follow to return the damaged item.

I trust that you will address this matter with urgency and ensure that quality checks prevent such issues in the future.

Thank you for your attention to this matter.

Sincerely,
[Your Name]

Letter to Editor Format

Complaint Letter Format Samples

Complaint Letter to Company

Your Name
Your Address
City, State, Zip Code

Date

Company Name
Company Address
City, State, Zip Code

Dear [Recipient’s Name],

I am writing to express my dissatisfaction with the [product/service] that I recently purchased from your company. [Describe the issue and how it has affected you]. I have attached copies of [receipts, contracts, or other relevant documents] to support my claim.
I would like to request a [refund/replacement/repair] of the [product/service] or [describe what you would like the company to do to resolve the issue]. I believe that this is a fair and reasonable request given the circumstances.
I hope that we can resolve this matter amicably and in a timely manner. I look forward to your prompt response and a satisfactory resolution to this issue.

Sincerely,
Your Name

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Short Complaint Letter

Your Name
Your Address
City, State, Zip Code

Date

Recipient’s Name
Company Name
Company Address
City, State, ZIP Code

Dear [Recipient’s Name],

I am writing to express my disappointment with a recent experience I had with your company. [Briefly describe the issue.]

I kindly request a resolution to this matter. Please contact me at [your email address] or [your phone number] at your earliest convenience.

Thank you.

Sincerely,

[Your Name]

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Complaint Letter to Principal

Your Name
Your Address
City, State, Zip Code

Date

Principal’s Name
School Name
School Address
City, State, Zip Code

Subject: Complaint Letter

Dear [Principal’s Name],

I hope this letter finds you well. I am writing to express a concern I have regarding [briefly describe the issue or concern, e.g., an incident involving a student].

I believe that addressing this matter is important for the well-being and safety of the students and the overall school environment. I kindly request your attention to this issue and a prompt resolution.

I would appreciate it if we could discuss this matter further. Please let me know a convenient time for you, and I will make arrangements to meet with you.

Thank you for your understanding and for your commitment to maintaining a positive school environment.

Sincerely,

[Your Name]

Earned Leave Application

Cyber Crime Complaint Letter Format

Your Full Name
Your Full Address
City, State – Zip Code
Email: your.email@example.com
Phone: Your contact number

Date

Officer-in-Charge
Cyber Crime Investigation Cell
Address of the Cyber Crime Department
City, State – Zip Code

Subject: Report of Cyber Crime Incident

Respected Sir/Madam,

I am writing to report a cybercrime incident that I recently experienced, categorized as (specific type of cyber violation). The incident occurred on (date) and involved (brief description of the incident – phishing, online fraud, identity theft, etc.).

Following the occurrence, I faced (consequences or losses experienced). I have taken immediate preventive actions such as (any immediate response you undertook – changing passwords, notifying your bank, etc.).

Attached to this letter are supporting documents (mention any documents you’re providing – screenshots, transaction details, email correspondence, etc.) to aid in the investigation.

I request the initiation of a formal investigation into this matter and seek guidance on any additional preventive measures to secure my digital presence. I am willing to cooperate fully and provide further information as required during the investigation.

Thank you for your attention to this urgent issue. I look forward to your prompt response and the necessary action.

Yours sincerely,

(Your Signature)
Your Full Name

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Cyber Cell Complaint Format

Your Full Name
Your Full Address
City, State – Zip Code
Email: your.email@example.com
Phone: Your contact number

Date

To,
The Officer-in-Charge
Cyber Crime Investigation Cell
City Name
City Address

Subject: Formal Complaint Regarding Cybercrime

Dear Sir/Madam,

I am writing to file a formal complaint regarding a cybercrime that I have become a victim of. The details of the incident are as follows:

Incident Date and Time: [Date and time when the incident occurred]

Description of the Incident: [Provide a detailed description of the cybercrime, including what happened, how it occurred, and any relevant information about the perpetrator if known. Be as specific as possible.]

Type of Cybercrime: [Specify the type of cybercrime, such as online fraud, hacking, identity theft, online harassment, etc.]

Online Platforms Involved: [List any online platforms or websites that were involved in the incident, including URLs if applicable.]

Evidence: [If you have any evidence related to the incident, such as screenshots, emails, chat logs, or any other digital records, please attach copies of them to this complaint.]

Personal Information: [Provide your personal information, including full name, address, contact number, and email address.]

Any Previous Complaints: [Mention if you have previously reported this incident to any law enforcement agency or online platform.]

Other Relevant Information: [Include any other information that you believe is relevant to the investigation of this cybercrime.]

I kindly request your immediate attention to this matter and urge you to take appropriate action to investigate and apprehend the perpetrator. Cybercrimes not only affect individuals but also the security of our online environment. Your assistance in resolving this issue is highly appreciated.

Please feel free to contact me for any further information or clarification required for the investigation.

Thank you for your prompt attention to this serious matter.

Sincerely,

[Your Name]

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Business Complaint Letter

Your Name
Your Business Name
Business Address
City, State, Zip Code

Date

Recipient’s Name
Recipient’s Title
Company Name
Company Address
City, State, Zip Code

Subject: Business Complaint

Dear [Recipient’s Name],

I am writing to express my concerns regarding our recent business interactions. I value our partnership with [Company Name] but have encountered some issues that require attention.

The problems I want to address are:

[Briefly describe the first issue] [Briefly describe the second issue, if applicable] [List any additional issues, if there are more]

I believe that resolving these concerns is essential for the continued success of our partnership. I kindly request that we discuss these matters and work together to find solutions.

Please let me know when you are available for a conversation or meeting. I look forward to addressing these issues constructively and continuing our positive business relationship.

Thank you for your attention to this matter.

Sincerely,

Your Name
Your Contact Information

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Complaint Letter for Damaged Product Received

Aarav Patel
House No. 17, Shanti Nagar
Bengaluru 560027
aaravpatel@email.com

November 3, 2023

TechGiant Electronics Pvt Ltd
45, Nehru Tech Park
Bengaluru 560100

Subject: Immediate Action Needed: Faulty Smartphone

Dear Customer Support,

I am writing to report a problem with my new smartphone, purchased from your store on October 28, 2023. Despite the excitement of using my phone, I faced disappointment as the device began malfunctioning within a week. It unexpectedly shuts down, and the touch screen is unresponsive at times, hindering my daily activities and communication.

I attempted to seek help from your in-store staff, but the long wait for device inspection isn’t feasible for me. I respectfully request an expedited solution – preferably, a replacement or a complete refund to ensure a fair resolution.

I trust in TechGiant’s commitment to customer satisfaction and hope for a swift response. Please contact me at 91-9876543210 to discuss the necessary steps.

Thank you for understanding my situation.

Sincerely,

Aarav Patel

Complaint Letter to Manager

Your Name
Your Address
City, State, Zip Code

Date

Manager’s Name
Manager’s Title
Company Name
Company Address
City, State, Zip Code

Dear [Manager’s Name],

I am writing to bring to your attention an issue I have been facing with [specific product/service] at your company. I have been experiencing [describe the problem] since [date of the issue]. This issue has caused me inconvenience and affected my productivity.
I would appreciate it if you could look into this matter and provide a solution as soon as possible. I am confident that a resolution can be found and that we can work together to address this issue.
Thank you for your attention to this matter. I look forward to your prompt response.

Sincerely,
[Your Name]

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Application for Complaint Against Student

Your Name
Your Address
City, State, Zip Code

Date

To,
The Principal
School/College Name
School/College Address
City, State, ZIP Code

Subject: Complaint Against a Student

Dear Sir/Madam,

I am writing to formally lodge a complaint against a student enrolled in [Grade/Class/Department] at [School/College Name]. The purpose of this complaint is to bring to your attention a matter that requires your intervention and appropriate action.

Details of the student against whom I am lodging this complaint:

Student’s Name:
Student’s Roll/Registration Number:
Grade/Class/Department:

Incident Details:

Date and Time of Incident:
Description of the Incident:
Relevant Evidence:
I am concerned about the student’s behavior during the incident, which I believe violated school/college rules. The incident has negatively impacted [mention the impact, e.g., my child’s well-being, the classroom environment, etc.]. I request that you investigate this matter and take appropriate action as per the school/college’s policies and procedures.

I trust in your commitment to maintaining a safe learning environment and look forward to a prompt resolution of this matter.

Sincerely,
[Your Name]

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Complaint Letter Against Bank Manager

Your Name
Your Address
City, State, Zip Code

Date

Bank Manager’s Name
Bank Name
Branch Address
City, State, Zip Code

Subject: Complaint About Bank Services

Dear [Bank Manager’s Name],

I am writing to tell you that I am not happy with the way your bank is treating its customers. I have been banking with [Bank Name] for [number of years] years, but recently, I have had some problems.

The issues I want to talk about are:

[Explain the problem briefly]

I tried talking to the bank’s staff, but they didn’t help much. As a customer, I expect better service and for the bank to fix these problems.

Please, can you look into these issues right away and do something about them? I really hope things can get better, as I like banking with [Bank Name]. But if nothing changes, I might have to go somewhere else for my banking needs.

Thank you for listening, and I hope to hear from you soon. You can reach me at [Your Phone Number] or [Your Email Address] if you need to talk more about this.

Sincerely,

[Your Name]

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Overcharged Bill Complaint Letter

Your Name
Your Address
City, State, Zip Code
Date

Utility Company’s Name
Company Address
City, State, Zip Code

Subject: Overcharged Bill Complaint

Dear Sir/Madam,

I am writing to bring to your attention an issue with my recent utility bill. My account number is [Your Account Number], and I believe I have been overcharged for the billing period from [Specify the billing period, e.g., “June to July”].

Upon reviewing my bill, I noticed the following discrepancies:

The first overcharge: [Explain the first overcharge briefly]

The second overcharge: [Explain the second overcharge, if applicable]

Additional overcharges: [List any other overcharges, if there are more]

I have attached a copy of my bill for your reference. I kindly request that you investigate this matter promptly and correct the overcharges. I expect a revised bill reflecting the accurate amount I owe.

I appreciate your attention to this issue and hope for a swift resolution. If you need to reach me, please do so at [Your Phone Number] or [Your Email Address].

Thank you for your assistance.

Sincerely,

Your Name

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Road Damage Complaint Letter

Your Name
Your Address
City, State, Zip Code
Date

Utility Company’s Name
Company Address
City, State, Zip Code

Subject: Overcharged Bill Complaint

Dear Sir/Madam,

I am writing to bring to your attention an issue with my recent utility bill. My account number is [Your Account Number], and I believe I have been overcharged for the billing period from [Specify the billing period, e.g., “June to July”].

Upon reviewing my bill, I noticed the following discrepancies:

The first overcharge: [Explain the first overcharge briefly]

The second overcharge: [Explain the second overcharge, if applicable]

Additional overcharges: [List any other overcharges, if there are more]

I have attached a copy of my bill for your reference. I kindly request that you investigate this matter promptly and correct the overcharges. I expect a revised bill reflecting the accurate amount I owe.

I appreciate your attention to this issue and hope for a swift resolution. If you need to reach me, please do so at [Your Phone Number] or [Your Email Address].

Thank you for your assistance.

Sincerely,

Your Name

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Mobile Lost Complaint Letter to Police

Rohan Kumar
305, Harmony Apartments
Andheri East, Mumbai – 400069
Email: rohan.kumar@email.com
Phone: 9820123456

October 24, 2023

Officer-in-Charge
Andheri Police Station
Near Azad Nagar, Andheri West
Mumbai – 400058

Subject: Report of Lost Mobile Phone

Respected Sir/Madam,

I am Rohan Kumar, a resident of the address mentioned above, and I wish to report the loss of my mobile phone, which occurred on October 22, 2023. Despite my efforts to locate it, the device remains untraceable.

Details of the lost phone are as follows:

Model: Samsung Galaxy S21
Colour: Phantom Black
IMEI Number: 354897076543210
Last Used Location: Andheri Metro Station
Date and Estimated Time of Loss: October 22, 2023, between 8:30 AM – 9:00 AM
The phone contained sensitive personal information, and I am concerned about its potential misuse. Therefore, I kindly request the registration of an FIR for the lost device and necessary action to attempt its recovery. Additionally, may I please receive a copy of the FIR for reference and further necessary actions on my part, including insurance claims and blocking the SIM to prevent misuse.

For your convenience, I have attached a photocopy of the phone’s purchase invoice.

Please feel free to contact me for any additional information or clarification. I appreciate your assistance and prompt attention to this matter.

Yours sincerely,

[Signed] Rohan Kumar

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Complaint Letter to Police for Threatening

Anjali Gupta
14/1 Patel Nagar
New Delhi – 110008
Email: anjali.gupta@email.com
Phone: 9876543210

October 24, 2023

Station House Officer
Patel Nagar Police Station
Near Shadipur Metro Station
New Delhi – 110008

Subject: Complaint Regarding Threatening Behavior

Respected Sir/Madam,

I, Anjali Gupta, am writing to report an unsettling experience of threatening behavior that I encountered on October 23, 2023, which has left me feeling extremely unsafe.

At approximately 7:00 PM on the mentioned date, while returning home from work, I was confronted near the Shadipur Metro Station by an individual unknown to me. The person, roughly 5’9″, with a stocky build, and wearing a black hoodie and jeans, directly threatened my physical safety. He warned me against speaking out about the irregularities in the recent local community elections, mentioning he knew where I lived and that I should expect consequences if I shared information with anyone.

This direct threat has left me anxious and fearing for my safety, impacting my mental well-being and daily activities. It is with urgency that I seek the intervention of the local authorities in this matter. The threat appears to be linked to my recent statements regarding transparency and fairness in the community election process.

I kindly urge the registration of this complaint and a thorough investigation into the incident. I am ready to cooperate fully and provide further details or testimony if required for the investigation. Additionally, considering the nature of the threat, I request guidance on measures for my personal security.

Your immediate attention to this serious matter is highly appreciated. Please inform me of the developments at your earliest convenience.

Thank you for your service and prompt action.

Yours sincerely,

[Signed] Anjali Gupta

Tips to Writing Complain Letter

Writing a complaint letter requires a clear understanding of the problem that needs to be addressed, the desired outcome, and also maintaining a respectful tone. Here are some tips to consider

1. Understand the Purpose: Before you write a complaint letter, whether it’s about a product, service, or a situation at work, understand your intention behind the letter. Are you seeking a refund, a replacement, or a specific resolution? This clarity will guide your writing process.
2. Use a Formal or Professional Tone: Your complaint letter should adhere to the standards of formal and professional correspondence. Regardless of how frustrated you might be, maintaining a respectful tone increases the chances of your complaint being taken seriously.
3. Be Clear and Concise: Clearly describe the issue you’re facing. Include relevant details such as dates, names, and nature of the incident. Avoid overly complex language; the easier it is to understand your complaint, the better.
4. Provide Evidence: Make your case stronger by attaching supporting documents. For instance, in a service complaint letter template, you might include receipts, email correspondence, or photographs. Evidence can be crucial for complex cases like those involving cybercrime.
5. State Your Desired Outcome: After explaining your issue, be clear about what you want the recipient to do. Are you writing a product complaint letter seeking a refund, replacement, or perhaps a repair?
6. Include Your Contact Information: Whether it’s a complaint letter to a company or a complaint letter to the police, including your full name, address, and the best way to reach you is crucial. This information is often necessary for the recipient to respond with the action taken or to seek further clarification.
7. Check the Format: Follow a recognized complaint letter format. Start with your contact information, the date, and the recipient’s details. Use a subject line for clarity, address the recipient respectfully, and conclude with your signature.
8. Review and Edit: Before sending your letter, proofread for any errors and ensure all the key points are covered. If it’s a sensitive issue, like a complaint letter for poor service or a workplace complaint letter, you might want to have someone else review it. They can provide feedback on tone and clarity.
9. Follow Up: If you don’t receive a timely response, follow up. For situations involving entities like the electricity department or if you’ve written a complaint letter to the police for threatening, it’s crucial to keep records of all communications for future reference.

By following these tips, your letter will be effective and professional, increasing the likelihood of a satisfactory resolution. Whether it’s a formal complaint letter template you’re following or an official complaint letter format, these principles hold true.

Frequently Asked Questions on Complaint Letter

How do I complain about my boss?

To complain about your boss, it's advisable to first address the issue directly with them through a calm, private discussion. If there's no resolution, consider writing a formal complaint letter to the HR department, detailing the issue with evidence, and clearly stating the outcome you expect.

How do I write a successful complaint?

Writing a successful complaint involves being clear, concise, and factual.

• Describe the issue you've encountered.
• Provide any evidence you have.
• Specify what you consider a fair resolution.

Maintaining a polite and professional tone also encourages a more favorable response.

How do I start a complaint?

Start a complaint by clearly stating the problem at the beginning of your letter or conversation. It helps to use factual language and avoid emotional statements. Directly after, provide the specific details of your experience to give your complaint context.

Why is a complaint necessary?

A complaint is necessary when you need to formally address a problem you've faced with a product, service, or situation. It's a way of bringing attention to an issue and seeking a resolution while also helping the concerned parties improve their service or product.

How do you write a letter?

When writing a letter, start with your address and the date, followed by the recipient's address. Use a formal greeting, then clearly state the purpose of your letter in the opening paragraph. Provide any necessary details in the following paragraphs, and conclude with a courteous sign-off and your signature.

Should I write a complaint letter?

Yes, if you’ve experienced unsatisfactory service, a faulty product, or an unprofessional encounter, it’s reasonable to write a complaint letter. This formal approach often receives more attention and action compared to verbal complaints.

What is a complaint letter simple?

A simple complaint letter is a direct, clearly written formal letter that addresses the issue encountered and the expected resolution. It avoids unnecessary details, focusing on conveying your message succinctly to prompt a quick and effective response.

Is a letter of complaint formal?

Yes, a letter of complaint is a formal document. It follows a specific format and maintains a professional tone throughout. Formality in the letter helps emphasize the seriousness of the complaint and encourages a professional response.

How can I write a complaint letter?

To write a complaint letter, begin by stating your problem and any relevant details of the situation. Follow with the outcome you’d like to see to resolve your issue. Maintain a formal and respectful tone, provide any supporting documents, and conclude by thanking the recipient for their attention to the matter.