Letter of Complaint: Types and Samples

A letter of complaint is something most of us will have to write at least once in our lives. Whether it’s about a faulty product, poor service, or an unresolved issue, knowing how to express your concern politely and clearly can make a big difference. A good complaint letter doesn’t just point out the problem; it also helps you to get the solution. In this blog, we’ll explore how to write an effective letter of complaint in a simple, confident, and practical way, along with the format and samples.

What is a Letter of Complaint?

A Complaint Letter is a type of letter written to address any type of wrongdoing, offence, grievance, or resentment arising out of a product, service, etc. It is used to raise your concern about unfair things and seek a productive outcome.

It is a fundamental right and duty of a citizen to seek justice arising out of any injustice, and the first step toward it is filing a Complaint. It inspires other troubled consumers, influences the concerned authorities to take proper action, and makes the defaulters more liable, responsible, and responsive.

Types of Complaint Letters

There are different types of complaint letters based on the situation, such as personal, professional, consumer, and official complaints. Each type has a unique purpose and is written with a specific tone and format. Here are the main types of company letters:

• Personal Complaint Letter- The type of complaint letter you write on your own individual level pertaining to your individual grievances is referred to as a personal complaint letter.
• Professional Complaint Letter- It is the type of complaint letter that is written on behalf of the organisation pertaining to issues that are affecting the organisation as a whole.
• Consumer Complaint Letter: This type is written when a customer faces issues with goods or services. The goal is usually refund, repair or return.
• Workplace Complaint Letter: This letter is written by an employee to the HR to report concerns such as harassment, discrimination, unsafe conditions, or unfair treatment.
• Complaint Letter to Government: These letters address issues that affect the community, such as pollution, sanitation problems, or public safety concerns.

Common Letter of Complaint Topics

Complaint letters are usually written for issues like defective products, poor customer service, billing errors, workplace grievances, or public service concerns. These topics help highlight common problems faced by individuals and organisations. Here are some of the common letter-of-complaint topics: 

1. Incomplete or defective order
2. Abnormal delay in sending the consignment
3. The goods arrive in a damaged condition
4. The goods are different from what was ordered
5. The quantity of goods is not what was ordered
6. Goods are delivered to the wrong address
7. The work undertaken is done unsatisfactorily
8. Misbehaviour of staff or salesmen
9. A mistake in preparing the invoice
10. Defective packing might lead to damage to goods in transit
11. Mistakes in a bill or reminders for payment after the bill has been paid, etc
12. Wrong-doing in public.
13. Rash driving of the DTC drivers.
14. Poor treatment of street dogs

Also Read: Leave Letter for Yesterday: Format and Samples

How to Write a Complaint Letter?

When you are dissatisfied with a service or have a problem that needs to be handled, you should write a complaint letter to the appropriate authorities. Make an effort to compose the letter in a polite manner.

The format of a complaint letter is similar to that of a formal letter. Start with the sender’s address, then the date, the receiver’s address, the subject, the greeting, the body of the letter, the complimentary closing, signature, and name in block letters.

Sender’s address

___________

___________

DD/MM/YY

Receiver’s address

___________

___________

Subject: ___________________________

Sir/Ma’am, (Salutation)

Body of the Letter explaining the reason for your letter and the complaint.

Thanking you

Yours faithfully, (Complimentary Closing)

Signature

NAME in block letters

Format of a Complaint Letter

The format of a complaint letter includes the sender’s details, date, receiver’s information, subject line, salutation, body of the letter, closing, and signature. Following a proper structure makes the letter clear, professional, and effective.

• A complaint letter should be clear, structured, and professional. Below is the standard format:

• SENDER’S ADDRESS: The sender’s address is usually put on the top left-hand corner of the page.

• DATE: The sender’s address is followed by the date just below it, i.e. on the left side of the page. This is the date on which the letter is being written. It is to be written in expanded form.

• RECEIVER’S ADDRESS: Whether to write “To” above the address depends on the writer’s preference. Make sure you write the title/name/position, etc, of the receiving official, as the first line of the address.

• SALUTATIONS: This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”.

• SUBJECT: Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter at a glance. It is important to underline the subject.

• BODY: This is the main content of the letter. It is either divided into three paragraphs or two paragraphs if the letter is briefer. The tone of the content should be formal. Do not use any offensive language. Another point to be kept in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language. It should include-

1. Short introduction paragraph- Provide details about the product or service that is the subject of the complaint. Include dates, locations, and specifications about the item or service.
2. State the issue with the item or service. Provide details as to the cause. This may include malfunction, billing issues, details that were not disclosed, etc.
3. Indicate how you would like them to resolve your problem. Provide specifics about what you’re seeking.
4. Indicate that you are including copies of the transaction document.
5. Indicate that you look forward to their reply within a specific time period.
6. Indicate that they can contact you about the issue and provide your contact details

COMPLIMENTARY CLOSE: At the end of your letter, we write a complimentary closing. The words “Yours Faithfully” or “Yours Sincerely” are used.

SIGNATURE: Here, finally, you sign your name. And then write your name in block letters beneath the signature, followed by your designation. This is how the recipient will know who is sending the letter.

Also Read: Half-Day Leave Application: Format and Samples

Sample for a Complaint Letter

Seeing a real example clarifies how to apply the format and tips. Use the sample complaint letter below as a model for your own. It demonstrates a polite tone and clear structure.

Sender’s Address
Ravi Sharma
45, Green Park, Delhi
Email: [email protected]
Date: 15 September 2025

Receiver’s Address
The Manager
XYZ Electronics Store
Connaught Place, Delhi

Subject: Complaint Regarding Defective Washing Machine

Dear Sir/Madam,

I am writing to bring to your attention an issue with a washing machine (Model No. XZ-123) that I purchased from your store on 5 September 2025.

After just a week of usage, the machine has stopped functioning properly and makes loud noises during operation. Despite following the instructions in the manual, the problem persists. This has caused inconvenience to my family.

I request you to kindly arrange for a replacement or repair at the earliest. Enclosed are copies of the purchase bill and warranty card for your reference.

I hope you will look into this matter promptly and provide a solution.

Yours sincerely,
Ravi Sharma

Tips for Writing an Effective Letter of Complaint

Mastering the right strategies can make your letter far more impactful. In the following points, you’ll find proven tips and best practices to help you craft a compelling complaint letter that truly stands out. Let’s have a look:

• Although the motive of the complaint letter is to vent out your grievance and frustration, you must use a tone that is polite and simple. Try to be formal and avoid using offensive and disrespectful words.
• Make sure that you introduce yourself properly.
• The purpose of writing should be loud and clear.
• Do not deviate from the topic and write to the point.
• Make sure you adhere to the format as it carries marks.
• Underline the subject of the letter with a pencil. Also, underlining the main points is very important, but you should do it after finishing your exam. Use a pencil and scale for underlining.
• Make sure you double-check for grammatical accuracy and spelling. They carry marks.
• Leave an adequate number of lines between paragraphs to make it look clean.
• The presentation is very important.
• Read a lot of letters to get an idea.

Also Read: 5 Steps to Write an Annual Leave Application Letter

Top Mistakes to Avoid While Writing a Complaint Letter

Writing a complaint letter may seem simple, but there are a few steps that you should follow and avoid certain mistakes while writing such letters. Here are some of the top mistakes to avoid in complaint letters:

1. Using Rude Tone: One of the biggest mistakes is writing rudely. Harsh language can make the reader less willing to help. Always write complaint letters in a calm, polite, and respectful way.

2. Not Explaining the Problem Clearly: Some letters are too vague and do not explain the exact issue, which can make the complaint letter of no use.

3. Missing Important Evidence: Always attach supporting documents to make your case stronger.

4. Writing Long, Confusing Paragraphs: A complaint letter should be short and to the point. Stick to the facts and keep the message clear.

5. Not Including Contact Information: If your contact details are missing, the company or authority won’t be able to respond.

A letter of complaint is a formal way to raise concerns and seek redressal for a problem. Whether it is about a defective product, poor service, or a workplace issue, a well-structured complaint letter helps in resolving disputes efficiently. By following the correct format, maintaining a professional tone, and providing factual details, you can increase the chances of a quick and positive response. 

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We hope that this blog has helped you understand what a Letter of Complaint is and how you can effectively draft it. For more such blogs, please follow Leverage Edu.