A complaint letter is a formal document that is written to express dissatisfaction with a product or service. It is written to the company, organization or person responsible for the issue, in order to inform them of the problem and to request a resolution.
Complaint letters may be written for various reasons, such as receiving poor customer service, a defective product, or a delayed delivery. It is important to be clear and concise in the letter, explaining the issue in detail and providing evidence if possible. A well-written complaint letter can lead to a resolution and improve customer satisfaction.
This article is focused on the different types of complaint letters, samples, examples and templates of compliant letters for both personal and official uses.
Below are the various complaint letter samples and templates you can select for drafting yours.
20 Complaint letter Templates and Samples
Hotel Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Hotel Name]
[Hotel Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing this letter to express my dissatisfaction with my recent stay at your hotel. [Provide details about the issue, such as noise disturbance or poor service]
I expect a refund or a compensation of [amount] for the inconvenience caused. If the issue is not resolved satisfactorily, I will take further action.
Hoping to hear from you soonest
Sincerely,
[Your Name]
Restaurant Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Restaurant Name]
[Restaurant Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to express my dissatisfaction with the [food/service] provided at your restaurant on January 31, 2024. [Provide details about the issue, such as cold food or rude staff]
I would appreciate it if you could provide a refund or a voucher for a future visit. If the issue is not resolved satisfactorily, I will take further action.
I would appreciate a quick response.
Sincerely,
[Your Name]
Product Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Product Manufacturer]
[Manufacturer Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the [product name] that I purchased from your company on January 31, 2024. [Provide details about the issue, such as a defect or malfunction]
I request that you provide me with a refund or a replacement product as soon as possible. If the issue is not resolved satisfactorily, I will take further action.
Thank you for attending swiftly on this issue.
Sincerely,
[Your Name]
Utility Company Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Utility Company Name]
[Company Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the high bill that I received from your company on January 31, 2024. [Provide details about the issue, such as incorrect billing]
I request that you investigate and resolve the issue promptly. If the issue is not resolved satisfactorily, I will take further action.
Awaiting your prompt response on this issue.
Sincerely,
[Your Name]
Landlord Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Landlord Name]
[Landlord Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the [issue] in my rental property at [address]. [Provide details about the issue, such as a broken appliance or pest infestation]
I request that you fix the issue as soon as possible. If the issue is not resolved satisfactorily, I will take further action.
Kindly respond upon receipt of my letter.
Sincerely,
[Your Name]
Bank Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Bank Name]
[Bank Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the unauthorized charges on my credit card account. [Provide details about the issue, such as fraudulent charges]
I request that you investigate and resolve the issue promptly. If the issue is not resolved satisfactorily, I will take further action.
Awaiting your action on this matter.
Sincerely,
[Your Name]
Car Dealership Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Car Dealership Name]
[Dealership Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the faulty [car model and make] that I purchased from your dealership on January 31, 2024. [You are to provide details about the issue, such as frequent breakdowns or malfunctioning parts]
I request that you provide me with a refund or a replacement vehicle as soon as possible. If the issue is not resolved satisfactorily, I will take further action.
Please attend to this matter with utmost keenness.
Sincerely,
[Your Name]
Cable Company Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Cable Company Name]
[Company Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the poor internet connection and service provided by your company. [Provide details about the issue, such as slow internet or frequent disruptions]
I request that you investigate and resolve the issue promptly. If the issue is not resolved satisfactorily, I will take further action.
Thank you for your anticipated action on this issue.
Sincerely,
[Your Name]
Employee Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Employee Name]
[Employee Department]
[Company Name]
[Company Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the behavior of [employee name] in the [department] at your company. [Provide details about the issue, such as harassment or unprofessional conduct]
I request that you take appropriate action to address the issue and prevent it from happening again. If the issue is not resolved satisfactorily, I will take further action.
Awaiting your prompt feedback.
Sincerely,
[Your Name]
Health and Safety Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Business Name]
[Business Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the health and safety conditions at your [business type]. [Provide details about the issue, such as unsanitary conditions or hazardous environment]
I request that you take immediate action to address the issue and ensure the safety of your customers and employees. If the issue is not resolved satisfactorily, I will take further action.
Thank you for your time as I await a prompt feedback.
Sincerely,
[Your Name]
Insurance Company Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Insurance Company Name]
[Company Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the delay and poor service provided by your company in processing my insurance claim. [Provide details about the issue, such as unreasonable delays or lack of communication]
I request that you expedite the processing of my claim and provide a satisfactory resolution. If the issue is not resolved satisfactorily, I will take further action.
I wait favourable and quick response.
Sincerely,
[Your Name]
Noisy Neighbors Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Neighbor Name]
[Neighbor Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the noise disturbance caused by your [activity] at [location]. [Provide details about the issue, such as loud music or party noises]
I request that you take appropriate measures to reduce the noise levels and respect the peace and quiet of the neighborhood. If the issue is not resolved satisfactorily, I will take further action.
Your attention is needed on this matter.
Sincerely,
[Your Name]
Airline Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Airline Name]
[Airline Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the delayed flight and poor service provided by your airline on January 31, 2024. [Provide details about the issue, such as long delay or missed connection]
I request that you compensate me for the inconvenience caused, or provide an alternate travel arrangement. If the issue is not resolved satisfactorily, I will take further action.
Thank you for your attention on this issue.
Sincerely,
[Your Name]
Postal Service Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Postal Service Name]
[Postal Service Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the poor service provided by your postal service. [Provide details about the issue, such as lost mail or delayed delivery]
I request that you investigate and resolve the issue promptly. If the issue is not resolved satisfactorily, I will take further action.
Thank you and best regards.
Sincerely,
[Your Name]
School Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[School Name]
[School Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the [issue] at [school name]. [Provide details about the issue, such as inadequate resources or bullying]
I request that you take appropriate action to address the issue and improve the learning environment for the students. If the issue is not resolved satisfactorily, I will take further action.
Kind regards
Sincerely,
[Your Name]
Internet Service Provider Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Internet Service Provider Name]
[Provider Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the poor internet connection and service provided by your company. [Provide details about the issue, such as slow internet or frequent disruptions]
I request that you investigate and resolve the issue promptly. If the issue is not resolved satisfactorily, I will take further action.
Awaiting your favorable response.
Sincerely,
[Your Name]
Phone Company Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Phone Company Name]
[Company Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the poor service and billing issues with my phone account. [Provide details about the issue, such as incorrect billing or poor reception]
I request that you investigate and resolve the issue promptly. If the issue is not resolved satisfactorily, I will take further action.
Kindly revert upon receipt of my letter.
Sincerely,
[Your Name]
Medical Service Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Medical Service Provider Name]
[Provider Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the poor service and medical care provided by your facility. [Provide details about the issue, such as misdiagnosis or inadequate treatment]
I request that you investigate and resolve the issue promptly. If the issue is not resolved satisfactorily, I will take further action.
Thank you.
Sincerely,
[Your Name]
Government Agency Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Government Agency Name]
[Agency Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the [issue] at [government agency name]. [Provide details about the issue, such as poor service or misconduct]
I request that you take appropriate action to address the issue and improve the service provided to the public. If the issue is not resolved satisfactorily, I will take further action.
I look forward to your quick response on this issue.
Sincerely,
[Your Name]
Property Management Complaint Letter Template:
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Property Management Company Name]
[Company Address]
[City, State ZIP Code]
Dear Sir/Madam,
I am writing to complain about the [issue] in my rental property at [address]. [Provide details about the issue, such as poor maintenance or unresponsive management]
I request that you fix the issue as soon as possible and improve the management of the property. If the issue is not resolved satisfactorily, I will take further action.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Please note that these are just templates, and you should modify them according to your specific complaint and circumstances.
Hope this helps? Please feel free to share your comments and feedbacks via the comment section below.
