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Complaint Letter, Sample Complaint Letter Format

Complaint Letter

What is a Complaint Letter?

You feel like complaining when you do not receive the things as per your desire. In businesses, people prefer to write a complaint letter when they feel disconnected towards a particular product or a company. Some of the people are afraid to write a complaint letter because they don’t feel good to be argumentative. Understand, that in such a letter you don’t have to express your anger or show any kind of negativity. The complaint letter is a request for an adjustment and so write it accordingly. In this letter, you can describe mistakes, errors or any kind of damage that you have faced in the past.

Today, businesses are expanding overseas to a greater extent. Hence, unintentional mistakes are bound to happen and so you must know the right way to deal with it. As a buyer, if you are suffering from the bad quality of services or any kind of financial loss, then you have the right to complaint. The complaint letter is written in such a scenario to the serve the purpose of complaint. It is important for you to make use of the polite tone while writing a complaint letter.

Things to Include in Your Complaint Letter!

When it comes to the complaint letter, here are the few things that you need to include:

First, it is important for you to describe your problem appropriately. Once you are done with describing your problem, your next step will be to state the outcome that you are expecting out of the complaint letter. It is important for you to include dates related to purchases of goods or services. You should also include the date when the problem occurred. Describe, if any kind of action you have taken from your side to fix the problem. Describe the actions that you may take if the problem is not resolved. State the time by which you want the concerned authorities to revert back to you. If required, you can attach the supporting documents.

Few Causes of Drafting a Complaint Letter

Here are the few causes of drafting a complaint letter:

Goods not delivered properly

There can be many problems related to the delivered goods like they are defective, underweight, old-fashioned, unfinished etc. Buyer can claim to the seller, only when the delivered goods are not up to the mark or the wrong package has been delivered to you.

Wrong pricing details

Sometimes seller can make a mistake in preparing an invoice for the shipped goods. You can complain about the same by writing a complaint letter.

Improper packaging

Faulty product or improper packaging of the product can give you the reason to write a complaint letter.

Violation of terms and conditions

If the seller has violated any kind of terms and conditions, then you can get the valid reason to write such a letter.

Problem with insurance coverage

When it comes to insurance coverage, if it is not made as per your instructions then you can consider writing such a letter.

Whatever may be the reason for writing such a letter, but it is important for you to make use of decent and polite tone.

Different Reasons When Buyer Makes Complaint Against Seller

Sending defective goods to you Delivering wrong products Delaying your consignment Delivering damaged products Sending wrong parcel to you Mistake with the delivered quantity of goods Unsatisfying services Wrong goods delivered at wrong place Improper behaviour of the staff members or salesperson Defective packaging that leads to damage of goods Billing mistake Dispat complaint-letter-rid-0.html. moncler mens jackets neiman marcusching wrong product in terms of colour, pattern, brand etc.

Features of Good Complaint Letter

What is the good complaint letter? The good complaint letter is the one that does not show any kind of confrontation or aggression. However bad you may feel, but it is important to maintain good tone while writing such a letter. Here are the features of good complaint letter:

It is important for your complaint letter to be concise. Writing the letter in a concise manner can make it easy for the reader to understand your motive behind writing a letter. The confidently and convincingly written letter can have more credibility. Such professionally presented letter are taken more seriously. Write a realistic letter by adding details related to products or services. You can also add details related to the dates, requirements etc. Adding realistic information in your letter can make it easy for the recipient to resolve your complaint. Your letter should be constructive so that it can encourage the reader to take the required action. For this, it is important for you to add positive statements in your letter. You need to write such a letter in a friendly manner and this is possible by using cooperative and complimentary tone.

Two Types of the Complaints Letter

There are many types of complaint letters written in the business world but mainly these are divided in to two categories. These two categories are:

Routine complaint letter Persuasive complaint letter

If there is any kind of routine mistake done by the seller, then you can write the complaint letter which falls in the routine category. The routine mistakes are those which can be quickly rectified in short time span. For instance, if the quoted amount for a particular product is $30 but the amount charged by the supplier is $35, then such mistakes can be easily rectified.

The complaints which fall in the persuasive category are difficult to justify. The related seller may or may not pay attention to this kind of complaints. For instance, you ordered a particular product for $30 but after placing an order you saw that the price has been reduced to $25. When you bring this to the notice of seller by writing a complaint letter, then the seller may or may not pay attention to it.

Complaint Letter Template

Your name Your address Email address and phone number Proper salutation like, “Dear Manager” Add proper subject line and date In the first paragraph, state your problem and add location as well as date In the next paragraph, explain key details related to the problems Inform about the enclosed documents State details related to the steps needed to be taken to fix the problems Close the letter with proper salutation
complaint letter

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Download these sample letters in Word (.doc) format.

Blank sample complaint letter

 

Your address 1 Your address 2 Your address 3 Other contact details, eg phone, e-mail Date

Name of contact person, if available Company Name Company address Re: [service provided] Dear [Contact Person or Customer Service Manager],

On [date], I [service received] at [location and other details].

I am disappointed because [the service you provided, your service] was [unsatisfactory] because [state the problem as you understand it giving as much detail as possible].

To resolve the problem I would like you to [state the action you require for example, an explanation, an apology, the service performed again].

Enclosed is a copy/are copies (of any relevant documents].

I look forward to hearing from you and to a resolution of this problem. Please contact me at the above address or by phone [give numbers].

Yours sincerely

[Sign]

[Print Your Name]

Enclosures: [state documents you have enclosed , if any] Cc: [Include Name of person or agency you want to send a  copy of this letter to]

 

 

Sample complaint letter with details (1)

 

No. 1 Main Street Carrickstown Co. Dublin mb@gmail.com or 084 222222 1 July 2011

Customer Services Manager, St. Gertrude’s Hospital, Carrickstown, Co. Dublin

Re: Service provided in Accident and Emergency Dept.

Dear Complaints Officer,

On 10 June at 3pm, I accompanied my 83 year old father to A/E in your hospital. His name is Patrick Brown and he lives with me at the address above. His date of birth is 1 Jan 1930.

I am very disappointed because you failed to provide a satisfactory service to him.

a)    It took over an hour for him to be triaged.

b)    While being triaged and afterwards he asked for pain relief three times but he did not receive it until 6 hours later and no explanation was offered for the delay.

c)    A doctor arranged for an Xray of his leg and then discharged him saying that the Xray was negative. But, as he was still in terrible pain the next day, I took him to another hospital that repeated the Xray, found a fracture and admitted him for surgery which he has since had.

To resolve the problem I would like you to explain what happened on that day, why the nurses and doctors did not do more for him and why he was not diagnosed and treated properly. I want you to write to him and apologise. The hospital he had his surgery in is a private one and I have to pay for the follow up physiotherapy. I think you should arrange for free physiotherapy for him.

Enclosed is a copy of the Discharge Summary the private hospital sent his GP so that you can see for yourself what he was diagnosed with and what surgery he had.

I look forward to hearing from you and to a resolution of this problem. Please contact me at the above address or by phone.

Yours sincerely Molly Brown

Enclosures: GP discharge letter

 

Sample complaint letter with details (2)

 

No. 1 Main Street Carrickstown Co. Dublin mb@gmail.com or 084 222222 1 July 2011

Customer Services Manager, St. Gertrude’s Hospital, Carrickstown, Co. Dublin

Re: Service provided in hospital

Dear Complaints Officer,

On 1 June my father (Patrick Brown, DOB 1/1/31, above address) was admitted to the hospital following a turn at home. He had been very dependent at home for two years, requiring almost 24 hour supervision from his family, due to dementia and physical disability caused by a stroke. He was admitted to St Angela’s ward where I spoke to the nursing staff and told them all about his dependency and his needs. I offered to stay for a few hours to settle him in but they said no, they needed to assess him and they would look after him well.

I am very disappointed because you failed to provide a satisfactory service to him.

a) On his first night he fell out of bed and broke his leg as he says no-one answered his call to help him to the toilet

b) He was never assisted to eat his meals and hence they went uneaten and he lost a lot of weight during his 3 week admission

c) From Friday afternoon until Tuesday morning he saw no doctors as it was a bank holiday weekend, even though we asked nurses on four occasions to have him seen as he was deteriorating

To resolve the problem I would like you to fully explain who was responsible for his care and why the above happened. I would like a sincere apology from the hospital and staff concerned and I want concrete evidence that the failures that occurred will not recur for other patients.

I look forward to hearing from you and to a resolution of this problem. I had contacted the Ombudsman, but they advised me to take it up with you first. However, if I am dissatisfied with your response, I am entitled to revert to them.

Please contact me at the above address or by phone.

Yours sincerely Molly Brown

 

 

Samplaí de litreacha gearán

Íoslódáil na litreacha samplacha seo i bhformáid Word (.doc).

Sampla de litir ghearáin Do sheoladh 1 Do sheoladh 2 Do sheoladh 3 Sonraí teagmhála eile, m.sh. uimhir theileafóin, seoladh ríomhphoist Dáta

Ainm teagmhálaí, má tá sé ar fáil Ainm na Cuideachta Seoladh na Cuideachta Maidir le/leis: [an tseirbhís a cuireadh ar fáil] A [Teagmhálaí nó Bainisteoir Seirbhísí do Chustaiméirí] a Chara,

Cuireadh [an tseirbhís a tugadh duit] ar fáil dom ag [ionad agus sonraí eile] ar [dáta].

Cúis díomá dom go raibh an tseirbhís a cuireadh ar fáil / do sheirbhís míshásúil toisc [inis an fhadhb faoi mar a thuigeann tú féin é agus tabhair an oiread sonraí agus is féidir].

Ba mhaith liom go dtabharfá míniú dom ar an scéal / go n-iarrfá mo phardún / go gcuirfeá an tseirbhís ar fáil arís [nó cibé beart atá uait] chun an fhadhb a réiteach.

Tá cóip iniata / cóipeanna iniata [d’aon doiciméid ábhartha].

Táim ag súil le cloisteáil uait agus go réiteofar an fhadhb seo. Déan teagmháil liom, le do thoil, ag an seoladh thuas nó ar an teileafón [tabhair uimhreacha].

Is mise le meas

[Sínigh]

[Priontáil d’Ainm]

Iniata: [luaigh na doiciméid atá iniata agat, más ann dóibh] Cc: [Luaigh ainm an duine nó na gníomhaireachta ar mian leat cóip den litir seo a seoladh chuige, chuici nó chucu]

Sampla de litir ghearáin mar aon le sonraí (1) Uimh. 1 An tSráid Mhór Baile na Carraige Co. Bhaile Átha Cliath mb@gmail.com nó 084 222222 1 Iúil 2011

Bainisteoir Seirbhísí do Chustaiméirí, Ospidéal Naomh Gertrude, Baile na Carraige, Co. Bhaile Átha Cliath

Maidir leis: An tseirbhís a cuireadh ar fáil sa Roinn Timpistí agus Éigeandála

A Oifigigh Ghearán, a chara,

Chuaigh mé in éineacht le m’athair atá 83 bliain d’aois go dtí an Roinn Timpistí agus Éigeandála ag d’ospidéal ag a 3 i.n. ar 10 Meitheamh. Patrick Brown is ainm dó agus cónaíonn sé liomsa ag an seoladh thuas. Rugadh é ar 1 Eanáir 1930.

Cúis mhór díomá dom nár chuir tú seirbhís shásúil ar fáil dó.

a) Thóg sé breis agus uair an chloig sula ndearnadh triáis air.

b) D’iarr sé faoiseamh ó phian nuair a bhí sé sin á dhéanamh agus trí huaire ina dhiaidh sin ach níor tugadh dó é go dtí 6 huaire níos déanaí agus níor tugadh aon mhíniú ar an mhoill.

c) Shocraigh dochtúir go ndéanfaí a chos a x-ghathú agus scaoil sé abhaile ansin é ag rá nach raibh aon rud le tabhairt faoi deara i dtoradh an x-ghathaithe. Bhí pian mhillteach air an lá dar gcionn agus thug mé go hospidéal eile é áit a ndearnadh x-ghathú eile air. Fuarthas amach go raibh briseadh tarlaithe dó. Glacadh isteach é chun obráid a dhéanamh air, rud a rinneadh.

Chun an fhadhb seo a réiteach ba mhaith liom go dtabharfá míniú ar cad a tharla an lá sin, cén fáth nach ndearna na haltraí agus na dochtúirí níos mó le cabhrú leis, cén fáth nach ndearnadh diagnóis cheart air agus nár cóireáladh i gceart é. Is mian liom go scríobhfá chuige agus go n-iarrfá a phardún. Ospidéal príobháideach an t-ospidéal ina ndeachaigh sé faoi scian agus tá orm íoc as an bhfisiteiripe atá á fháil aige ina dhiaidh. Measaim gur cheart duit socrú a dhéanamh go bhfaigheadh sé fisiteiripe saor in aisce.

Faoi iamh tá cóip d’Achoimre a Scaoilte Abhaile a sheol an t-ospidéal príobháideach chuig a DG chun go mbeidh tú in ann a fheiceáil duit féin an diagnóis a rinneadh air agus an gnáthamh máinliachta a rinneadh air.

Táim ag súil le cloisteáil uait agus go réiteofar an fhadhb seo. Déan teagmháil liom le do thoil ag an seoladh thuas nó ar an teileafón.

Is mise le meas Molly Brown

Iniata: Litir scaoilte abhaile le haghaidh a DG

Sampla de litir ghearáin mar aon le sonraí (2) Uimh. 1 An tSráid Mhór Baile na Carraige Co. Bhaile Átha Cliath mb@gmail.com nó 084 222222 1 Iúil 2011

Bainisteoir Seirbhísí do Chustaiméirí, Ospidéal Naomh Gertrude, Baile na Carraige, Co. Bhaile Átha Cliath

Maidir leis: An tseirbhís a cuireadh ar fáil san ospidéal

A Oifigigh Ghearán, a chara,

Rugadh m’athair, Patrick Brown ar an 1/1/31. Bhuail drochthaom é ar 1 Meitheamh nuair a bhí sé sa bhaile ag an seoladh thuas agus glacadh isteach san ospidéal é. Tá sé an-spleách orainn sa bhaile le dhá bhliain anuas agus ní mór dá theaghlach a bheith ag faire air ar feadh an lae go léir, nach mór, ós rud é go bhfuil néaltrú agus míchumas fisiceach air de bharr stróc a d’fhulaing sé. Glacadh isteach é i mbarda Naomh Angela áit ar labhair mé leis an bhfoireann altranais agus d’inis mé dóibh faoin gcaoi a raibh sé spleách orainn agus faoi na riachtanais a bhí aige. Dúirt mé go bhfanfainn leis ar feadh cúpla uair go rachadh sé i dtaithí ar an áit ach dhiúltaigh siad don tairiscint sin. Dúirt siad go raibh orthu measúnú a dhéanamh air agus go dtabharfaidís aire mhaith dó.

Cúis mhór díomá dom nár chuir tú seirbhís shásúil ar fáil dó.

a) Thit sé amach as an leaba an chéad oíche agus bhris sé a chos. Deir sé gur tharla sé sin toisc nár tháinig aon duine le cabhrú leis nuair a ghlaoigh sé ag rá go raibh air dul go dtí an leithreas

b) Níor tugadh aon chabhair dó a chuid béilí a ithe agus ar an ábhar sin níor ith sé iad. Chaill sé mórchuid meáchain i rith na 3 seachtainí a chaith sé san ospidéal.

c) Níor tháinig aon dochtúir ag breathnú air ó iarnóin Dé hAoine go maidin Dé Mairt toisc go mba dheireadh seachtaine saoire bainc a bhí ann, bíodh is gur iarramar ar altraí ceithre huaire duine acu a fháil le breathnú air toisc go raibh sé ag éirí níos measa.

D’fhonn an fhadhb a réiteach ba mhaith liom go dtabharfá míniú iomlán dom faoi cé a bhí freagrach as cúram a thabhairt dó agus cén fáth ar tharla na rudaí thuasluaite. Ba mhaith liom go n-iarrfadh an t-ospidéal agus na baill foirne lena mbaineann ár bpardún agus tá fianaise dhearfa uaim nach mbeidh ar othair eile fulaingt de bharr teipeanna eile den sórt.

Táim ag súil le cloisteáil uait agus go réiteofar an fhadhb seo. Chuaigh mé i dteagmháil leis an Ombudsman ach mhol siad dom an scéal a phlé leatsa ar dtús. Beidh mé i dteideal filleadh orthu arís mura mbeidh mé sásta le d’fhreagra.

Déan teagmháil liom le do thoil ag an seoladh thuas nó ar an teileafón.

Is mise le meas Molly Brown

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Sample Complaint Letters April 15, 2017 by admin

If you are not satisfied with your service or goods provider, you need to write a complaint letter. Complaint letter is one of the easiest letters to write as you are customer of your recipient, so one can expect that your letter will not be discarded. Your service provider will be giving attention to your letter so you do not need to attract him / her. But you need to consider some important points when writing a complaint letter. Some sample complaint letters are also given below that will help you in writing your own complaint letter. Important tips to write a complaint letter are following;

Remember that your recipient is willing to resolve the problem, so you should keep your tone of letter friendly. Contact that individual who has authority to resolve your problem. Be sure to use the correct spelling of the contact’s name, his/her title, and the complete address. Keep your letter, brief and to the point. Include all details about your complaints.

Keep the original complaint letter, and send out copies.

Give the other party time to respond, but follow up with another letter if you do not receive a response after some reasonable time. If you have written earlier as well but your request has been turned down or not responded, and you think that you are on the right path, you can use strict words. Refer to your previous letters if you have to write second letter. Attach copies of the letters as well, if possible. Write your name, address, postal code, phone number in the start. Mention the date on which letter will be submitted to concerned person. Address the letter to the recipient by writing “Dear Sir / Madam” Purpose of the letter should be mentioned clearly. At the end mention your name. Make the ending strong Type your letter and print it on quality paper, but also include a handwritten signature. Proofread your letter at least once. + Be sure you have spelled everything correctly. + Have you checked your letter for grammatical mistakes? + Break down any contractions (e.g. “I’ve” to “I have”). + Avoid colloquial writing. You want to sound professional, objective, and educated. + Check the punctuation use carefully.

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Here are some Sample Complaint Letters,

Sample Complaint Letter

Your Name: Address: City: Phone Number: Postal Code: Email Address:

Date:

Name of Recipient: Address:

Name of Organization: City: Phone Number:

Dear Sir/ Madam,

On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number or service performed) at (location, date and other important details of the transaction).

Unfortunately, your product (or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly, the service was not performed correctly, I was billed the wrong amount, something was not disclosed clearly or was misrepresented, etc.).

To resolve the problem, I would appreciate your (state the specific action you want – money back, charge card credit, repair, exchange, etc.). Enclosed are copies (do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).

I look forward to your reply and a resolution to my problem and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).

Yours sincerely, / faithfully

Name

Signature

Sample Complaint Letter

Your Name: Address: City: Phone Number: Postal Code: Email Address:

Date:

Name of Recipient: Address:

Name of Organization: City: Phone Number:

Dear Sir/ 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 it 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 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.

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.

Yours sincerely, / faithfully

Name

Signature

Sample Complaint Letter

Your Name: Address: City: Phone Number: Postal Code: Email Address:

Date:

Name of Recipient: Address:

Name of Organization: City: Phone Number:

Dear Sir/ Madam,

“ On March 31, I purchased a 52-inch plasma television from your store. The salesperson, James Jones, assured me that professional installation was included in the sale price and I could expect installation within two days of delivery.

As of April 6, no installation had taken place. I contacted your store that day at 11:30 a.m. and spoke to Rose Jarvis. She stated the reason I had not heard from anyone was because it was my responsibility to call and arrange for an installation. She told me there was a $200 installation charge if personnel from your store installed the unit.

This was not what the salesperson, James Jones, told me upon purchase.

I contacted Mr. Jones to intercede on my behalf. His responded that I had misunderstood him and claimed he never said installation would be free and that only professional installation was available.

I purchased this unit with free installation confirmed. If I had known there was an installation charge, I would have purchased my television set from another retail outlet.

Please contact me at 999-999-9999 so that we may resolve this matter.”

Yours sincerely, / faithfully

Name

Signature

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