Sample Letter

Use this sample letter to write a complaint about a product or service.

Your Address
Your City, State, Zip Code
 [Your email address, if sending by email]
Date
Name of Contact Person [if available] Title [if available] Company Name
Consumer Complaint Division [if you have no specific contact] Street Address
City, State, ZIP Code
Re: [Your account number, if you have one]
Dear [Contact Person or Consumer Complaint Division]:
On [date], I [bought, leased, rented, or had repaired/serviced] a [name of the product,
with serial or model number or service performed] at [location and other important
details of the transaction].
Unfortunately, [your product has not performed well (or) the service was
inadequate] because [state the problem, like the product doesn’t work properly, the
service wasn’t performed correctly, I was billed the wrong amount, or something was
not disclosed clearly or was misrepresented, etc.].
To resolve the problem, I would appreciate a [state the action you want, like a refund,
store 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] concerning this purchase [or repair].
I look forward to your reply and a resolution to my problem. I will wait until [set a reasonable
time limit] before seeking help from a consumer protection agency or other assistance.
Please contact me at the above address or by phone at [phone number with area code].
Sincerely,

Your name
Enclosure(s)
…………………………………………………………………………………………………………………..
………………………………………………………………………………………………….

Complaint Letter Format: 

Written to concerned authorities if we are not satisfied with the service provided by them.
Sometimes when we order a product and it is received defective
Roads in your area have potholes,

The tips to write the format of complaint letter are:

 Write the letter in a polite manner. Though you have a complaint regarding something and you are frustrated,
but if you write the letter politely then it gives a good impression to the concerned person and chances of
getting a resolution are also good.

 Always introduce yourself first at the left of the letter

 Never forget to mention the date of writing the letter

 The letter of receiver or recipient should be properly mentioned along with Pincode.

 Mention the purpose of writing a letter in the subject line

 Start the letter with a salutation or proper greeting.

 Write the first paragraph by introducing yourself, and then writing the purpose of writing the letter. It should be
very loud and clear.

 In the second paragraph give a brief description of the complaint and what problems it is causing to you. Do not
deviate from the main topic.

 The third paragraph should include the conclusion part, where you state the resolution for your problem.

 Close your letter by thanking the person for giving time to the letter.

 Check the grammar and spelling mistakes if any.

 You can highlight the important points in the letter, to grab the quick attention of the reader.

 Present the letter in a proper format.

Examination Hall

Sector-20, Chandigarh

February 20, 2021

M/s. Oxford Publishing House

Consumer Complaint Division

London

Subject- Complaint regarding receipt of wrong set of books.

Sir/Madam

On February 1, 2021 I bought a book set (Order No. 000154) to be delivered to Chandigarh, Sector-20.

To my dismay, I have not received the set I ordered for and have instead, received the wrong book set. I am highly
disappointed.

To resolve the problem, I would appreciate it if you could replace the wrong book set with the one originally ordered.
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.

Enclosed are copies of the transaction document and the receipt.

I look forward to your reply and a resolution to my problem and will wait until the aforementioned time before seeking
help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by
phone at 098100XXXXX.

Sincerely,

Varun Joshi

Enclosure(s)- Copy of receipt and transaction docs.

………………………………………………………………………………………………………………………………………………………………….

122, Arjun Nagar

New Delhi

February 20, 2021

Secretary

Resident’s Association

New Delhi

Sir
Subject- Complaint regarding the issue of bad parking habits in the locality.

I would like to drive your attention to the bad parking habits of residents in our locality. It is

resulting in a lot of chaos and no place for parking for those who come back late.

Despite defining the area assigned to each vehicle, cars are parked amidst two parking spots.

One vehicle occupies the space for 2-3 vehicles leading to mismanagement. Two-wheelers

are placed nowhere near the allotted zone. This creates problems for other people as they

have to then spend a lot of time finding parking spots in other localities. It induces

frustration and tension for the safety of vehicles.

Various notices and warnings have been given to the rule-violators, but to our dismay, no

betterment can be seen. I request you to take strict action as this is leading to fights

between the residents. Effective and speedy action is expected considering the depth of

the situation.

Yours Sincerely

Sanjeet

A concerned citizen

……………………………………………………………………………………………………………………………………………….

450, Sector-20

Chandigarh

March 1, 2021

M/s. H.M.T. Corporation

Customer Complaint Division

Chandigarh

Sir/Madam

Subject- Complaint regarding the functioning of the watch and its replacement

On February 27, 2021, I bought a Titan Watch (Model No. 2356) worth Rs. 5500 from your store.

Unfortunately, your product has not performed well. The watch doesn’t work half the time despite several attempts at
changing its battery. I am highly disappointed because such an act of neglect is not expected from such a renowned
store.
To resolve the problem, I would appreciate you changing the watch with a new fully functioning model. I have the
receipt intact. Enclosed are the copies of the receipt along with the guarantee card.

I look forward to your reply and a resolution to my problem and will wait until a week before seeking help from a
consumer protection agency. Please contact me at the above address or by phone at 098100XXXXX.

Yours Sincerely

Dipti/Deepak Gupta

Enclosure(s): 1. Receipt

2. Guarantee card

…………………………………………………………………………………………………………………..

C-4C Janakpuri

New Delhi

February 19, 2021

The Editor

The Tribune

Mahatma Gandhi Marg

New Delhi

Subject- Regarding reckless driving of school-bus drivers

Sir/Madam

Through the columns of your esteemed newspaper, I wish to draw the attention of the

concerned authorities towards the grave issue of rash driving being done by school bus

drivers that pose a threat to the lives of innocent school children and trespassers.

Driving in a zigzag manner on packed roads, crossing speed-limits, not following traffic lights

has become very common. Despite such strict regulations regarding speed, none of these

drivers seem to follow them. This shows that there is a lack of implementation. This is a

menace to other road users as the bus drivers that drive at high speed might crush down

whoever comes in their way.

By addressing this issue, it is hoped that public awareness of the dangers

of reckless driving can be raised. It is also time for the traffic authorities to take

Stronger measures against reckless drivers, which include levying heavy fines and
 forfeiting their licenses if they are found guilty of breaching the traffic rules.

Yours Sincerely

Dipti/Deepak

Letter of demand
When preparing your letter of demand, check the following:

 Have you have already tried friendlier means to recover the debt, such as a polite phone call or late
payment reminder letters?
 Does it include precisely accurate information? Could anyone say that something in the letter is false
or misleading?
 Does it include a late payment interest rate? (Only include this if it was specified in the contract.)
 Does it inform the other party of any action you’re not willing to take? (You should only mention action
that you’re prepared to take.)
 Is it polite and respectful?
 Have you signed and dated it?
 Have you attached copies of all relevant supporting documentation? (For example, a contract,
invoice, first and second late payment reminder letters and any relevant emails, faxes or letters.)
 Have you kept a copy of the original documents and the signed letter of demand?

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Below are letters a consumer might write to an auto repair shop after being victimized by
a shoddy repair job and to a contractor who ruined a remodeling project.

 Car Repair Letter

June 16, 20xx

Tucker's Fix-It-Quick Garage
9938 Main Street
Houston, TX

Dear Mr. Tucker,

On May 21, 20xx, I took my car to your garage for servicing. Shortly after picking it up the
next day, the engine caught fire. Fortunately, I was able to douse the fire without injury.

As a direct result of the engine fire, I paid the ABC garage $1,281 for necessary repair
work. ABC garage indicated that your failure to properly connect the fuel line to the fuel
injector caused the fire. I enclose a copy of their invoice. Also, I was without the use of my
car for three days and had to rent a car to get to work. I enclose a copy of an invoice
showing the rental cost of $145.

In a recent phone conversation, you claimed that the fire wasn't the result of your
negligence and would have happened anyway. And you said that even if it was your fault, I
should have brought my car back to your garage so you could have fixed it at a lower
cost.

As to the first issue, Peter Klein of the ABC Garage is prepared to testify in court that the
fire occurred because the fuel line wasn't correctly connected to the fuel injector, the exact
part of the car you were working on. Second, I had no obligation to return the car to you
for further repair. I had the damage you caused repaired at a commercially reasonable
price and am prepared to prove this by presenting several higher estimates by other
garages.

Please send me a check or money order for $1,426 on or before July 15. If I don't receive
payment by that date, I'll promptly file this case in small claims court. And assuming I win
and obtain a money judgment, which will be part of the public record available to credit
agencies, I will promptly follow all legal avenues to collect it. You can reach me during the
day at 555-555-2857 or in the evenings until 10 p.m. at 555-555-8967.

Sincerely,

Marsha Rizzoli
June 20, 20xx

Beyond Repair Construction

10 Delaney Avenue
Seattle, WA

Dear Sirs:

You recently did replacement tile work as a part of a remodeling project on my downstairs
bathroom at 142 West Pine Street. On May 17, 20xx, I paid you $4,175 for completion of
the job per our written agreement. Problems with your work surfaced two weeks later.

Specifically, on June 1, I noticed that the tile in the north portion of the shower had sunk
almost half an inch, with the result that our shower floor was uneven and water pooled in
the downhill corner before eventually going down the drain.

In our telephone conversations, you claimed that the problem was in my imagination, was
my fault, and was minor. This response is unacceptable. I did not receive the competent
remodeling job that I paid for and must hire someone else to fix the problem.

Please forward $1,200 (the cost of redoing the work per the enclosed estimate from ABC
Tile) within ten days or to arrange to repair the work yourself. If I don't hear from you by
June 15, 20xx I will promptly file a lawsuit in small claims court.

Sincerely,

Ben Price

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 Letter to Supplier

Request Letter to Supplier for Supply of Order

Dear Manager,

We request a supply of four tons of packing paper. We require plastic packing

paper of 0.67 gages and a width of 5 meters. This is required to pack and
palletize our food items. You should provide this plastic paper in rolls of four
with one-ton weight. You may send such supply to our factory of which our
company would pay freight charges. We require such supply within two weeks
as we have an order pending for next month. We have agreed on the price of
(Date)$ per ton.

Almas

Manager Supply Chain

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Request Letter for Goods Delivery

I am Mr. Ali Amir, writing this letter pleasingly to you, representing the S & S
group of companies. As you know, it has been a decade since we have been
dealing with your company for the supply of construction material. Therefore,
you are aware of our financial position and can get the Bank Manager Mr. Asif
Meer’s report to know about our credit status.

I am writing this letter to request you to place the order “W-F 2983” for the
construction material on a credit basis. For the sake of your satisfaction and
contentment, we may provide some favorable references if you would seek
for. Kindly let me know about your intention within a week of the delivery of
this letter.
Looking forward to your positive and timely response.

Regards,

Ali Amir

Manager Supply Chain

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