How to write Complaint Letters

Complaint letters are an effective way of expressing the customer’s/consumer’s dissatisfaction with a product or service.  They are better than a verbal complaint as the written word always yields more power than a verbal one.  Here are a few tips to help you write an effective Complaint letter:

One of the most important things while writing a complaint letter is that it should reach the right department and the right person.  Generally such information is available either on the product itself or the receipt of purchase.

Keep the letters short and simple while stating all the facts clearly.  Include the name of the product, the receipt number, the date and place of purchase.  It is also important to clearly state why you are not happy with that particular product/service.  Be specific while stating the problem and avoid sweeping statements or ambiguity.

The tone of the letter should be polite but firm.  It is best to avoid rude and sarcastic statements as these would not get you anywhere.  It is best to take a formal and objective approach in the letter rather than play on the emotional quotient.

You can mention how you wish the problem to be rectified.  It may be in the form of a refund or a replacement or any other method which you think is most suitable.  At this point, it is also good give a time-frame within which you expect the problem to be solved.  Be reasonable while setting the time-frame.

If possible, you can include a couple of positive points of the other party, as this would help you to get a better response.  It is a good idea to include phrases like “Probably, this is a rare case where you have erred…” or “It is the first time in all the years that I have used your service/product that I have a problem…”  Such statements are likely to make a positive impact on the person reading your letter and you can expect a quick reply.

While writing a complaint letter it is important to mention the documents you are including to substantiate your complaint.  Just remember to include only copies of the original receipts or any other relevant documents.

Do not forget to include your contact information.

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Complaint Letter to Hotel

To,

The Manager,

Oberoi Point International Lounge

Navi Mumbai,

Maharashtra.

Subject: Complaint letter against loss of belongings

Hello Sir / Madam,

This is to bring to your notice that last night I left some of my belongings including laptop and some jewelry in room number 615 of your hotel. It was claimed to leave valuable things unworriedly in rooms if going out. It was hardly fifteen minutes I went out and found everything vanished after coming back. I had an immediate talk with your in house hotel staff regarding the matter. But none of them found to be showing any interest on the loss. Instead I was rebuked to leave things at my room unattended; where it was clearly mentioned in your check in kit that it is absolutely safe to leave things back.

It is a grave concern from a boarder’s point of view about such illicit things happening in presence of all the hotel staffs. Hope to get some positive response from you soon.

Thanks,

Prof. Rehana Jalal

To,

The Unit Head,

Human Resource Department,

Pentasoft Technologies

Lord’s Street,

London, U.K.

Subject: Complaint against ill commented by security guards

Hello Sir,

This is to get to your attention that during my night shift yesterday, I was extremely ill commented by two of the on duty security guards at the unit exit gate. As a part of my duty, I was not responsible for switching off all the corridor lights before leaving, even if I am the last man to leave the data centre.

On refusal, I was critically charged and rebuked at dirtily. This was too much to be tolerated from someone from the group D staffs, who in no way can ill behave with an HR manager for not switching off the corridor lights.

This is not the first time. In fact it had been observed since last few weeks with the change in shifts of the security in charge. I received a lot of complains against the mentioned two of them from my team members as well.

I am looking forward to a quick action.

Thanks

Martha Neil

To,

Mr. Abhishek Kumar Malhotra,

Block Development Officer,

Hatipota,

Panaji,

New Delhi,

August 1, 2010

Subject: – Intimation regarding lack of tube wells in the village of Hatipota

Sir,

Most humbly this is to inform you that I, Mr. Yogesh Arora – a resident of the village Hatipota want to request to you that we the villagers of Hatipota are suffering from severe water crisis due to the unprecedented heat during the summer this year.

We, the villagers personally feel that this is so happening due to lack of tube wells in our locality. We thought of bringing the matter to your notice as our repeated request to the concerned government officer went in vain. So, we thought of escalating the entire issue to you. The infants and the old men of the locality are really having a tough time due to this paucity of water.

Looking forward to your kind and prompt action

Thanks and Regards

Yogesh Arora

To,

Mr. & Mrs. Deshpande,

Parents of Sujal Deshpande

Std. IX, Little Flower School

Jodhpur Park,

Kolkata, W.B.

Subject: Complaint against regular late attendance of classes

Hello Sir / Madam,

This is to get your attention regarding your child’s regular late attendance of classes. Being his class teacher, I found it to be my duty to inform you about the same urgently. It is not the case of a day or two, almost every day he is late in reporting before the prayer time. When asked, he comes up with innovative excuses for his late coming. Even sometimes he has reached so vague a limit like meeting some old school friend on his way.

There is a minimum decorum in all schools and ours being one of the highly rated in the city, it would really become difficult for us to allow him late all days. This is just a gentle reminder of the same. Please take care of it.

Regards,

Mrs. Swati Hazra

To,

The Head,

River View Housing Estate

Pune,

Maharashtra.

Subject: Complaint against absence of ATM in the society campus

Hello Sir,

I am one of the new residents of your society. My husband needs to stay abroad on his official assignments , and I stay here with my only son and widow mother-in-law. The estate being some ten to twelve kilometers away from the main city, it becomes really troublesome for collecting cash for even daily expenses.

It is really not possible to maintain huge cash balance at home for days. Also, keeping all the bank locations in mind, there is not a single outlet in the nearest ten kilometers. We hereby request you to kindly approve for an ATM in our campus, so that it may relieve us from the daily hazards.

I guess I am not the lone sufferer. You must have received similar pleas from other residents of our society as well. I am looking forward to your prompt response.

Thanks

Mrs. Jyoti Namjoshi

To,

The Dean,

Academic Department,

International University of Information Security Management,

Virginia,

United States of America.

Subject: Complaint regarding non-availability of pilot journals in the library

Hello Sir,

I am a research scholar of the Information Security Management faculty in your university. It had been three months of the commencement of the course, and till now we have none of the pilot research journals available in our international library. It was notified at the beginning of the course that some of the pilot journals may not be available due to some renovation work going on at the library journal section. But most of them will be replaced by the recent issues.

Till date there had been no such improvements in the library stock of the management journal section. All our requests to the library in-charges went in vain. It would be great if you kindly look into the matter and consider the case as early as possible.

Thanking in advance.

Smith Jones

To,

The Principal,

Dreamland Kindergarten,

New Delhi,

India

Subject: Complaint against irregular school cab service

Hello Sir,

My daughter is one of the kindergarten students of your school. Staying at a distant place from the school site, we had opted for the school cab service provided by your school for her convenience. But it is unfortunate to bring to your notice that quite often the cab fails to meet the deadline to reach school on time, where every day it picks up my daughter at the right time from our society gate.

As a guardian of a kindergarten kid, we are really worried about the same. In fact we had a direct talk with the cab driver on this matter to which he clearly defended with vague excuses of traffic jam, rail gate delays etc. Like any rational mind will accept the fact that the same accidental things cannot keep on happening everyday with the same person repeatedly.

We are really scared of something fishy going on the way. Please take care of the same and help us to come out of the situation.

Regards,

Anjali Khanna

To

The Hostel In Charge,

B-Block, Ladies Hostel,

Ambuja College of Management,

Pune, Maharashtra

Subject: Complaint against poor housekeeping services in the mentioned block of the ladies hostel

Hello Sir,

This is a gentle reminder of our previous complaint against the poor housekeeping services at the ‘B’ block of the ladies hostel. Being one of the residents of the same block, it becomes really difficult to bear the bathroom stinks for weeks. It had been some three to four weeks when the hostel lavatories and bathrooms were last cleaned. With three pairs of bathroom-lavatory pairs and more than ten heads in a single floor, it becomes really tiresome to keep cleaning them ourselves.

Also, the corridors and dustbins remain equally neglected for months. None of the sweepers are found during the stipulated hours of work. We kept docketing our complaints in the hostel complaint register several times, but of no fruits.

It is becoming an unbearable nuisance to be tolerated any more. We are looking forward to your visit at the mentioned block so that we may find a way our from it.

Thanks and regards,

All girls from B-Block Ladies Hostel

To

The Manager

Customer Service Department

Bangalore International Airport

Fish King Airlines

Subject: Complaint letter against staff’s misbehavior

Hello Sir / Madam,

This is a gentle effort to bring to your notice one of the most unexpected returns of hospitality. You are counted as one of the best and luxurious airline services in India, claiming yourself to choose your staffs personally so that they can take care of your passengers as own guests. Being one of the regular business class flyers of Fish King, it was beyond my anticipation to receive such misbehavior from your airport staff.

Yesterday I was supposed to board your Bangalore-Delhi morning flight. Due to unavoidable reasons, I got late in reporting at your reception counter. I respect your rules and apologized for failing to adhere to the same. Rest apart, the response I received from the lady at the counter was too rude and unprofessional than anything, which I did not expect at all.

I will not like to take her name specifically, but will surely look forward to a genuine reply from your side.

Thanks and regards,

Dr. Manish Pradhan