COMPLAINT FORMAL LETTER

LAYOUT Follow the

Standard Format

Heading (name, address, Contact

information of the Sender)

Date

Inside Address (Name, position, Company

Name and Address of the Receiver)

 Dear Mr/Mrs/Ms Smith(:)

GREETINGS
 Dear Sir/Madam(,)

 I am writing
in connection with…
INTRODUCTION/ to complain about…/ to express my dissatisfaction with… to
OPENING PARAGRAPH draw your attention to…
 I have to say that I was not at all satisfied with...
 I am sorry to say that I was extremely disappointed with…

 Although you advertise ‘top quality’, I felt that the

MAIN PART
product I received was well below the standard I expected.
(State what exactly happened)  The goods were faulty/damaged/in poor condition.
 There seems to be an error in the invoice/ a misunderstanding.
 A clear description of the  I want to raise a complaint regarding the specific products
grievance ordered.
 Detailed evidence of the damage  I must report our dissatisfaction with the product ordered.
(discrepancy) of the product.

(2-3 PARAGRAPHS)

REQUEST FOR ACTION
 withholding the payment or
returning the goods.
 I would like you to investigate this matter, and let me know your
decision.
 I would like a full/partial refund as soon as possible.
 Could you please arrange for me to receive a new
(radio/CD, etc) or refund my money in full?
 We must insist on an immediate replacement/full refund.
 Unless I receive the goods by the end of this week, I will have no
choice but to cancel my order.

 I hope that this matter can be resolved…

 I hope that you will deal with this matter promptly as it is causing me
CONCLUSION/ considerable inconvenience.
 I feel/believe that I am entitled to a replacement/ refund…
CLOSING PARAGRAPH
 I demand a full refund/an immediate replacement/etc or I shall
It should suggest a be forced to take legal action/ the matter further.
 I hope that I will not be forced to take further action.
remedy to avoid the
unsatisfactory situation in the
future:
-Ask for a discount

-Replacement
 -A change in procedure or
policy.

 Truly yours(,) (when the letter starts Dear Sir/Madam)

ENDINGS
 Sincerely Yours(,) (when the letter starts Dear Mr/Ms Jones)
 Respectfully yours(,) (when the letter starts Dear Mr/Ms Jones)

Pilar Martinez
23 St. Jose Street
28941 Madrid

December 09, 2023

18 Summer Street
00155 London

Dear Mr. Smith:

I am writing to express my strong dissatisfaction with your last letter with details of our rental conditions change
wich make our situation difficult.

To begin with, the last rent rise was three months ago and the new rise will mean we have to get one tenant
which is impossible, because my husband and I are expecting a son who will be born in March and we will need all
the bedrooms.

Added to all this, last month I wrote about the air conditioning unit. It does not work and the repair work has not
yet been carried out.

I would be grateful if you could arrange for the heating to be fixed within the next two days and I would
appreciate it if you could contact me on 003412344321 to discuss about the matter.

Respectfully yours,

(Signature)

Pillar Martinez

ADJUSTMENT FORMAL LETTER

 LAYOUT Follow the
Standard Format

Heading (name, address, Contact

information of the Sender)

Date

Inside Address (Name, position, Company

Name and Address of the Receiver)

 Dear Mr/Mrs/Ms Smith(:)

GREETINGS
 Dear Sir/Madam(,)

 "We have received your letter about the damaged goods you received."
 "We are extremely sorry about it."
INTRODUCTION/
OPENING PARAGRAPH  I have received your letter about the damaged shipment you
received through Air Mail and regret for the inconvenience
that it has caused you.

MAIN PART  From your account of the problem, I am quite sure that
(State what exactly happened) your request for the $240 adjustment on the damage to the
5 boxes of premium Vases will be granted.
Specifying the figures or
amount of the claim or
adjustment being sought

(2-3 PARAGRAPHS)

 A certain amount of breakage of this sort does unavoidably

occur in cross-country shipping; I am sorry that it was your
company that had to be the one to suffer the delay.
SOLUTION TO THE ISSUE

 Expressing feelings of regret

about the customer’s
inconvenience

 I must remind you to keep the damaged vases in the same

CONCLUSION/
CLOSING PARAGRAPH
Emphasizing willingness to
 If all is in order, as it sounds to be in your letter, you can
stop further recurrence of
dissatisfaction
condition in which you received them until one of our
representatives can inspect them. That inspection should take
place within 2 weeks.
expect the full reimbursement within 2 weeks after our
representative's inspection. I hope this unfortunate accident
will keep you from having merchandise shipped by Air Mail
in the Future.

 Truly yours(,) (when the letter starts Dear Sir/Madam)

ENDINGS
 Sincerely Yours(,) (when the letter starts Dear Mr/Ms Jones)
 Respectfully yours(,) (when the letter starts Dear Mr/Ms Jones)
Green Tree Freight Co., Inc.
Columbus, Ohio 45453
(315) 565-6789
March 29, 19xx

Complete Table, Inc.

P. O. Box 3132
Austin, TX 78703

Subj: March 24 letter about damaged freight

Dear Mrs. Hughes:

I have just received your March 24 letter about the damaged shipment you received through Green Tree Freight
and regret the inconvenience that it has caused you.

From your account of the problem, I am quite sure that your request for the $240 adjustment on the damage to
the 2 crates of the $240 adjustment on the damage to the 2 crates of Valjean Cristal stemware will be granted. A
certain amount of breakage of this sort does unavoidably occur in cross-country shipping; I am sorry that it was
your company that had to be the one to suffer the delay.

I must remind you to keep the damaged crates in the same condition in which you received them until one of our
representatives can inspect them. That inspection should take place within 2 weeks.

If all is in order, as it sounds to be in your letter, you can expect the full reimbursement within 2 weeks after our
representative’s inspection. I hope this unfortunate accident will keep you from having merchandise shipped by
Green tree Freight in the Future.

Sincerely,

(Signature)

David F. Morgan, Customer Relations

Green Tree Freight Co., Inc.
Columbus, Ohio 45453