Complaint Letter Template

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Complaint Letter Template for Faulty Product or Service

Your Address
City State Zip
Country (if international)


Recipient’s name
Designation and organization’s name
Office address

RE: Give reference information like receipt number or bill details

Dear Mr. X:

Paragraph 1: Provide the background information. What product or service did you use– when and where?

Paragraph 2: Explain the problems that you faced while using the product or service. If the product was damaged on arrival, if the order was not delivered correctly, or if the staff was rude –this is the place to write it.

Paragraph 3: State what action you would like the company to take. Do you want a replacement, an apology, a refund, or something else?

Last Paragraph: End the letter on a positive note that prompts the recipient to respond quickly to your letter of complaint. For example, you could say that you have been a satisfied customer till now, and are confident that your complaint will be addressed promptly.

Looking forward to your help.


Your signature

Your name

CC: Person’s name & Designation

Enclosure: Name of the document/s you are enclosing.

Related Articles:

Complaint Letters
How to Write a Complaint Letter

Thank You Letters
Writing Business Thank You Letters
Interview Thank You Letter Template
Thank You Letter For Interview - Sample

Further Reading:
Writing a Business Letter

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