Certainly! Here's a clear guide on how to write a complaint letter , along with a sample template you can customize.

How to Write a Complaint Letter

1. Start with Your Contact Information

Include your name, address, phone number, and email at the top of the letter.

2. Date

Write the date when you are writing the letter.

3. Recipient’s Contact Information

Include the name, title, company, and address of the person or department you are addressing.

4. Salutation

Use a polite greeting such as “Dear [Name or Title],”

5. State the Purpose Clearly

Begin with a clear statement that you are writing to complain about a specific issue.

6. Provide Details

Explain the problem clearly and concisely. Include dates, locations, product or service details, and any relevant facts.

7. Explain the Impact

Describe how the issue has affected you or caused inconvenience.

8. Mention Previous Attempts to Resolve

If you have already tried to resolve the issue, mention what you have done and the responses you received.

9. State What You Want

Clearly state what you want to be done—refund, replacement, apology, repair, etc.

10. Close Politely

Thank the recipient for their time and express hope for a prompt resolution.

11. Sign Off

Use a polite closing such as “Sincerely,” followed by your name and signature (if sending a hard copy).

Sample Complaint Letter Template

[Your Name]  
[Your Address]  
[City, State, ZIP Code]  
[Phone Number]  
[Email Address]  

[Date]

[Recipient's Name]  
[Recipient's Title]  
[Company Name]  
[Company Address]  
[City, State, ZIP Code]

Dear [Recipient's Name],

I am writing to express my dissatisfaction with [product/service] that I purchased/received on [date]. Unfortunately, [describe the problem clearly and concisely].

This issue has caused me [explain the impact, inconvenience, or loss]. I have already attempted to resolve this by [mention any previous communication or action], but the problem remains unresolved.

I would appreciate it if you could [state your desired resolution, e.g., refund, replacement, repair] at your earliest convenience.

Thank you for your attention to this matter. I look forward to your prompt response.

Sincerely,  
[Your Name]

If you want, I can help you draft a complaint letter specific to your situation—just provide the details!