LETTER OF COMPLAINT
A Letter of Complaint is a written communication used to raise your
concerns with a product, service or to address other types of
grievances. The purpose of the letter is to address the problem and seek
a productive resolution.
POINTS TO KEEP IN MIND
1. Write as you speak. Your letter should be in the nature of a
conversation.
2. The entire letter should have a reasonable and polite tone. Avoid making
any threats with this letter.
3. Use a suitable beginning before you start with the actual letter.
4. Write what you have to say clearly, briefly and precisely.
5. Be courteous and tactful. Avoid offending.
6. Never fail to date your letter.
7. Write in a simple clear and colloquial language. The style of a letter
depends on the nature of its contents. Private letters should be in the
conversational style; business letters, short, concise and to the point;
and official letters, formal and dignified.
8. Correct spellings are equally desirable even in the most familiar
forms of correspondence. A letter should be legible, straightforward
and grammatically correct.
9. Avoid bad punctuation which is often the cause of obscurity.
FORMAT:
Address given/ Sender’s Address
Date – 22nd October 2024
The Manager
Name of Company/Agency
Address
Dear Sir/Madam
Subject: ___________________
Body of letter
PARA 1– should define the problem, including descriptive
information such as location and the date of occurrence.
OR
Product
When?
Where?
What? Model/Brand
Bill No.
PARA 2 –
Briefly explain how the problem can be rectified. In some
situations, you may be satisfied with an apology or assurance that
the problem will not reoccur. In other cases, you want a product to
be repaired or replaced or a full refund.
If you have attached or included any receipts, photos, or
documents with your letter, you should mention them here.
In case of technical complaints (at least 3 points): Elaborate on the
issue
PARA 3 –
The final paragraph should suggest a timetable for the action you wish
to be taken.
Yours faithfully (Name)
TYPES OF LETTERS OF COMPLAINT:
Most of these letters fall into two primary categories:
Personal Letter of Professional Letter of
Complaint Complaint
These letters of complaint These letters are written by
are written by an individual or on behalf of a company
consumer and usually or an organization and
concern a grievance with a usually concern a problem
product or a service. with professional products or
services, or binding
These individuals may be contracts made by them.
seeking a refund or a
replacement for themselves,
or they may be writing about
an issue that affects other
people as well.
Here are some of the many different types of complaint letters that
could fall under either category:
late or mishandled delivery complaint
defective item complaint
medical complaint
police complaint
pricing/overcharge complaint
contractor’s complaint
contract complaint
violation of terms and conditions complaint
food quality complaint
landlord complaint
harassment complaint letter
complaint about a media report/broadcast
noise complaint letter
SAMPLE 1 :
You are Raghav/Renu Sharma, President, RWA, C Block, Janak Puri, New Delhi. The main park
in your locality which was once a model park lies in a state of utter neglect. It has become a
favourite spot for anti-social elements and a permanent resting place for stray animals. Write a
letter to the Municipal Commissioner requesting him to instruct the horticulture department to
take prompt action and restore the park to its original condition.
Answer:
RWA, C Block,
Janak Puri
New Delhi 1100XX
17 August 20XX
The Municipal Commissioner
New Delhi 1100XX
Dear Sir/Madam
Subject: Poor condition of the central park in C Block, Janak Puri
Through this letter I would like to draw your attention to the miserable condition of the central
park in C Block area.
Once, a model park, it now lies in a state of utter neglect. It has become a favorite spot for anti-
social elements and a permanent resting place for stray animals. There is no greenery left in the
park. People use this park to gamble and take drugs. There is no place left for children to play
and old people to take a walk. The Residents' Welfare Association (RWA) has left no stone
unturned to do their bit in improving the condition of the park but all in vain.
These activities are causing a lot of problems to the residents and spoiling the atmosphere of the
locality. I request you to take immediate remedial action to restore the beauty of the park.
Yours faithfully
Renu Sharma
SAMPLE 2:
You are the Physical Education Instructor at Mont Fort School, Agra. You had placed an
order for sports goods with Student Sports Enterprises. When the items arrived you found
that some of them were defective. Write a letter to the Manager, Student Sports
Enterprises, asking him to replace the defective items.
Physical Education Department, Mont Fort School
Agra XXXXXX
01 March 20XX
The Manager
Student Sports Enterprises
Sadar Bazar,
Agra XXXXXX
Dear Sir/Madam
Subject: Replacement of damaged goods
Please refer to our order number 965/94/XX dated 19 December 20XX for some sports goods.
The above consignment was delivered to us on 15 February 20XX.
I regret to inform you that some of the items have been found defective and are not as per
specification. It seems that this particular consignment has not undergone any inspection as not a
single sports equipment is in good condition. You are, therefore, requested to replace the
defective items immediately.
Please do ensure the quality of the items as also the specifications this time. An early response
will be highly appreciated.
Yours faithfully
XYZ
