Sample Complaint Letter and E-mail (Download Complaint Letter Template Here Brehs)
[Your Address]
[Your City, State, ZIP]
(
Your e-mail address, if sending via e-mail)
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]
Dear [Contact Person]:
Re: (
account number, if applicable)
On [date],
I [bought, leased, rented, or had repaired]
a [name of the product, with serial or model number, or service performed]
at [location, date, and other important details of the transaction].
Unfortunately, your product [or service]
has not performed well [or the service was inadequate]
because [state the problem].
I am disappointed because[explain the problem: for example, the product does not work properly; the service was not performed correctly; I was billed the wrong amount; something was not disclosed clearly or was misrepresented; etc.].
To resolve the problem, I would appreciate your [state the specific action you want: money refunded, charge card 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].
I look forward to your reply and a resolution to my problem and will wait until[set a time limit] before seeking help from a consumer protection agency or the Better Business Bureau.
Please contact me at the above address or by phone at[home and/or office numbers with area code].
Sincerely,
Your name
Enclosure(s)
Keys to an Effective Complaint Letter
- Describe your purchase.
- Include the name of the product and serial number.
- Include the date and place of purchase.
- State your problem.
- Give the history of your purchase.
- Ask for specific action.
- Allow time for action.
- State how you can be reached.
- Enclose copies of your documents and receipts (but never send originals).
- Keep copies of all your letters, faxes, e-mails, and related documents.