ST TERESA SCHOOL

INDIRAPURAM, GZB
Complaint Letter
Subject: English CLASS X

Complaint letters are written to the concerned authorities when you are not
satisfied with some service, or you have a problem that needs to be addressed.
See to it that you write the letter in a polite manner. The format of a complaint letter
follows the format of a formal letter.

KIND OF COMPLAINT Letter

- Business Letter (Related to money/ sale / purchase)
- Official Letter ( Related to any government or nongovernmental obligations of duties)
Sample question
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.
Business Letter Example : Write a letter to the customer service manager of Ganesh
Electronics Pvt. Ltd. complaining about a defect in the music system purchased
from the store. Sign yourself as Gauri/Gaurav. (100-150 words)
Solution 2:
Examination Hall
28 May 2022
Customer Service Manager
Ganesh Electronics Pvt. Ltd.
Rohini, New Delhi- 110085
Subject- Filing complaint for a defect in purchase no. MS-845/07/2020
Dear Sir
I hereby write to complain regarding the defect in the music system w.r.t bill no. MS-
845/07/2020 purchased on 20 April 2022 from your store.
The music system worked properly for one month but it has not been functioning
properly for the past three days. The sound breaks whilst the songs are being played and
the system hangs multiple times. Coupled with this, the songs stop playing abruptly and
require the system to be restarted. Since the music system is still in the warranty period of
six months, I wish to get it replaced at the earliest.
I request you to look into this matter without any delay and provide a new working music
system of the same brand. I have enclosed a copy of the bill of purchase for your
reference. Looking forward to your early response.
Thanking you
Yours truly
Gauri