Complaint letter

Complaint Letter 

A complaint letter is a formal document written to express dissatisfaction or report a problem with a product, service, or situation. It aims to inform the concerned party about the issue and request a resolution.

Purpose of Writing Complaint Letter:

• To inform about a defective product or poor service.
• To seek redressal or compensation.
• To prevent future issues.
• To maintain consumer rights.

Benefits of Complaint Letter:

• Helps resolve issues.
• Acts as legal proof.
• Strengthens consumer rights.
• Encourages better service quality.

Complaint letter Format with Example 

1. Sender’s Address

(Top left corner)
Example:
123, Raj Nagar
Varanasi – 221002
Uttar Pradesh
Date: 10th June, 2025

2. Receiver’s Address

The Manager
XYZ Electronics Ltd.
MG Road, Lucknow – 226001

3. Subject

Subject: Complaint regarding defective product / poor service / late delivery

4. Salutation

Respected Sir/Madam,

5. Body of the Letter

Paragraph 1 – Introduction

Mention the purpose of writing. Include purchase/service details (date, invoice number, etc.).

• I am writing to express my dissatisfaction with the LED TV (Invoice No. 4589 dated 5th June 2025) that I purchased from your Lucknow outlet.

Paragraph 2 – Details of Complaint

Explain the issue clearly and politely.

• The product stopped functioning within 2 days of purchase. Despite multiple attempts to contact your service center, I have received no response.

Paragraph 3 – Request/Action Needed

State what you expect from the company (replacement, refund, repair).

• I request an immediate replacement or a full refund for the defective product.

6. Closing

I hope the matter will be resolved at the earliest.
Looking forward to your quick response.

7. Complimentary Close

Thank you
Yours sincerely,
(Signature)

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