Write a complaint letter

What to include in a complaint letter

When writing a complaint letter you should:

 describe your problem and the outcome you want

 include key dates, such as when you purchased the goods or services and when the problem
occurred
 identify what action you’ve already taken to fix the problem and what you will do if you and
the seller cannot resolve the problem
 ask for a response within a reasonable time
 attach a copy of any supporting relevant documentation such as a receipt or invoice.

 Complaint letter example

 Below is an example of a complaint letter:

 Dear Manager
COMPLAINT ABOUT FAULTY TELEVISION CABINET PURCHASED AT CABINET WORLD ON 15
DECEMBER 2016

I am unhappy with the quality of a television cabinet I bought at 5 Street on 15 December and I
am writing to seek a replacement.

The cabinet doors do not open and shut properly and the stain on the cabinet is uneven, with
one half darker than the other. The cabinet was delivered on 30 December and I noticed this
problem as soon as I unpacked it from the box.

The cabinet  is not of acceptable quality and does not match the sample cabinet I was shown in
store. I would like you to replace it with one of the same quality and finish as the sample and
arrange for return of the faulty cabinet at no cost.

I have attached a photocopy of my receipt as proof of purchase.

I would like to have this problem fixed quickly please. If I do not hear from you within 10 days, I
will lodge a formal complaint with Consumer Affairs in my state.

You can contact me on 1234 5678 during working hours or after hours on 123 456 789 to discuss
this matter further.

Yours sincerely,

Jane Brown

Enclosed: Copy of the receipt for television cabinet

Letters of complaint
 Writing a formal letter of complaint remains an effective way to alert a company to a
problem.
 Before you begin your draft, gather all the information you will need to include in your
complaint. This information may include the time, date, and location that you purchased
faulty goods or services, reference or invoice numbers, and records of previous
communication with the company. To support your complaint, you may need to enclose
copies of documents such as receipts with your letter.
 Your letter of complaint should follow the standard composition format for a formal letter.
 Below the recipient’s address, include a subject line to indicate the product or service that
you are addressing in your complaint. In the first body paragraph, open with a sentence that
immediately draws the reader's attention to the matter, e.g.:
I am writing to complain about the faulty installation of my air conditioner.
  I wish to express my dissatisfaction with my stay at your hotel.
 Follow the opening sentence with a summary of the events that prompted your complaint.
Be sure to include exact dates and times, and give all the relevant information in a clear
and logical sequence.
 In the next paragraphs, you should outline what steps you have taken thus far to resolve the
matter and describe the consequences of the faulty product or service. Adding specific
details, such as additional costs you have incurred to replace a faulty product, will
strengthen your complaint. If you have had previous communication with the company, be
sure to note it in your letter; include reference numbers where applicable.
 In the final body paragraph of your letter, you should state your expectations of how the
company should resolve the matter, including specific actions and deadlines, e.g:

I would appreciate it if you could replace the missing part by next week.
Please let me know as soon as possible what action you propose to take.
I look forward to hearing from you within the next ten days.
Dear Sir/Madam,

I am writing today to complain of the poor service I received from your company on June 12,
2016. I was visited by a representative of That Awful Company, Mr. Madman, at my home on
that day.

Mr. Madman was one hour late for his appointment and offered nothing by way of apology
when he arrived at noon. Your representative did not remove his muddy shoes upon entering
my house, and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to
present a range of products to me that I had specifically told his assistant by telephone I was not
interested in. I repeatedly tried to ask your representative about the products that were of
interest to me, but he refused to deal with my questions. We ended our meeting after 25
minutes without either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman
to show up. My impression of That Awful Company has been tarnished, and I am now concerned
about how my existing business is being managed by your firm. Furthermore, Mr. Madman's
inability to remove his muddy shoes has meant that I have had to engage the services, and incur
the expense, of a professional carpet cleaner.

I trust this is not the way That Awful Company wishes to conduct business with valued
customers—I have been with you since the company was founded and have never encountered
such treatment before. I would welcome the opportunity to discuss matters further and to learn
of how you propose to prevent a similar situation from recurring. I look forward to hearing from
you.

Yours faithfully,

V. Angry

Complaint Letter to an Attorney

Dear Mr/Mrs/Ms Surname of Attorney,

I am writing this letter to bring to your attention an action on your part that has caused me
financial difficulty. You told me on DATE that you would forward my documents to the court
within the next week. It has now been one month and the documents have not been forwarded.
Because of this delay in the progress of my case, I have been liable for $10,000 in mortgage
payment for the concerned apartment house.

I would also like to mention that I have not been able to get an appointment with you for the
past two weeks to discuss this problem. If this error of communication had been addressed
earlier, I would not have incurred additional expense.

I require you to make this situation right by paying the extra cost I incurred for payment on my
mortgage for the apartment house, and expediting my case as early as possible.

I can be reached at 555-123-4567 or at Name@email.com and would like to meet with you to
resolve this issue.

Signature of Client

Printed Name of Client

Here are several reasons why a client may want to write a complaint letter to his or her
attorney, but the client must understand the difference between a problem with their lawyer
that is because of miscommunication or misunderstanding and a serious breach of trust. A client
trusts his or her attorney to act ethically and uphold the laws of the United States, their state
and the Rules of Professional Conduct. If any of these are breached, then the lawyer is subject to
discipline and can be privately reprimanded or permanently lose his or her license to practice
law.

Some examples of serious breaches of ethics for which the attorney can be disciplined are:

1. Not keeping their client fully informed about the developments of their case
2. Not properly accounting for the client’s money or returning money owed
3. Not returning the client’s case file if they hire another attorney
4. Intentionally making false statements
5. Committing malpractice or being negligent
6. Charging an excessive or illegal fee

If the client believes that their lawyer has committed one or all of the above, they should first
arrange a face-to-face meeting to discuss their concerns. This may clear up any
misunderstandings and the case can go forward. However, if the lawyer will not meet the client,
they can send a complaint letter explaining the problem and request a response. If they are still
not satisfied, they can fire their attorney and hire another one. Simply because a client is not
happy with their lawyer’s performance, does not necessarily mean the lawyer deserves
discipline.
A person has the right to complain against any attorney who is involved in legal issues concerning
that person. They may write a letter to an attorney who is representing them or to an attorney who
is working against their case. Any letter should be written in a professional tone and in formal
business style. It should be typed on a computer and printed. A handwritten letter will not present a
professional message.

If the client has a clear idea of what to expect from their lawyer, many problems can be avoided.
To avoid problems with their attorney, clients should:

 Get a fee agreement in writing and request to be billed promptly

 Understand the realistic expectations for the outcome of their case
 Give their lawyer all documentation promptly
 Get all important understandings in writing and keep a record of phone calls to their lawyer