How to Write a Complaint Letter in IELTS: Common Phrases, & Sample Letters 

The IELTS General Writing Task 1 requires test takers to write letters. One of the major topics of the letter-writing task is the complaint letter. Complaint Letters in IELTS require test takers to address specific instances of dissatisfaction clearly and professionally. The formal structure forms the bedrock of effective complaint letters. Initial elements such as the sender’s address, date, and recipient details must be presented with meticulous accuracy. A concise and informative subject line then sets the stage for the subsequent communication.

Within the body paragraphs, a measured approach is paramount. Articulate your concerns with clarity and precision, avoiding embellishments or emotional outbursts in your complaint letters. For those seeking to delve deeper into the art of crafting impactful complaint letters, this comprehensive article offers invaluable insights and guidance. Read the article to know more. 

Introduction or Overview of the IELTS Complaint Letter

In IELTS General Training Writing Task 1, complaint letters are used to formally report a problem, express dissatisfaction, or request a solution. The purpose of writing such letters is to communicate the issue clearly and politely to the recipient.

Examiners assess several key aspects when evaluating complaint letters, including:

• How clearly the problem and purpose are stated.
• Maintaining a polite and formal style appropriate for official correspondence.
• Organising the letter logically with a proper greeting, introduction, body, and closing.
• Use accurate grammar, formal expressions, and precise word choices.

Structure of a Complaint Letter 

Building on the overview of complaint letters in IELTS General Training Writing Task 1, the next step is to understand the formal structure that makes these letters clear, professional, and effective. Following a consistent framework helps students organise their ideas logically and ensures all key points are included, which is essential for scoring well. A formal complaint letter generally includes the following sections:

1. Greeting or Salutation of the Complaint Letter

The first step in writing a complaint letter is to choose an appropriate greeting. The salutation sets a professional tone and signals that the letter is formal.

Students should use formal greetings such as:

• Dear Sir/Madam: Use the greeting when the recipient’s name is not provided.
• Dear [Title + Last Name]: For example, Dear Customer Service Manager Smith, when the recipient’s name or title is known.

Equally important is the closing of the letter, which must match the salutation:

• Yours faithfully: Use the closing of the letter begins with Dear Sir/Madam.
• Yours sincerely: Use the appropriate closing if the letter begins with the recipient’s name.

2. Introduction or Purpose of the IELTS Complaint Letter

Following the choice of a formal greeting, the next step in writing a complaint letter is to clearly state the purpose of your letter. The opening paragraph is important because it immediately shows the examiner why you are writing and sets a professional tone.

Students should use formal and precise expressions to introduce the complaint. For example:

• I am writing to express my dissatisfaction with…Use the expression when describing a general problem or issue.
• I wish to make a formal complaint regarding…Use the expression when pointing out a specific concern.

3. Body or the Details of the Complaint Letter

After introducing the purpose of the letter, the next step is to provide a clear and detailed description of the problem. In IELTS General Training Writing Task 1, this section is the main part of the letter where the examiner evaluates your ability to explain issues clearly, use formal language, and organise information logically. For a good score, the students should focus on:

1. Describing the Problem of the Complaint Clearly:

While describing the problem of the complaint include the what, when, where, and who of the situation. For example:

• What happened: The product I purchased arrived damaged.
• When it happened: It was delivered on 3rd November.
• Where it happened: I received it at my home address.
• Who was involved: The delivery staff confirmed the condition of the package.

2. Describe how the issue affected you without using emotional or aggressive language. For example:

• This caused inconvenience as I needed the item urgently for work.
• The delay in service affected my travel plans.

Give strength to your complaint with evidence or specific examples:

• The laptop screen was cracked and the battery did not function.
• The hotel room was not cleaned as promised, and the air conditioning was not working.

3. Suggested Solution or Make Request in the Complaint Letter

Following the detailed description of the problem, the next step is to politely indicate the action you expect the recipient to take. In IELTS General Training Writing Task 1, this section demonstrates your ability to propose a reasonable solution while maintaining a formal and respectful tone.

Students can use formal, concise expressions to make their request clear. Examples include:

• I would appreciate it if you could… for instance, I would appreciate it if you could replace the damaged item at the earliest.
• I request a replacement/refund… for instance, I request a full refund for the service that was not delivered as promised.

It is important to remain polite and professional while stating your expectations. Avoid demanding or aggressive language, as a respectful tone reflects your formal writing skills.

4. Closing or Sign-off of the IELTS Complaint Letter

After clearly stating the problem and suggesting a solution, the final part of a complaint letter is the formal closing. In IELTS General Training Writing Task 1, a proper closing ensures the letter reads professionally and respects formal letter conventions.

Students should use a closing that matches the salutation:

• Yours faithfully: Use if the letter begins with Dear Sir/Madam (when the recipient’s name is unknown).
• Yours sincerely: The letter begins with the recipient’s name, for example, Dear Mr Smith or Dear Ms Johnson if begins with Yours Sincerely.

Also Read: Write a Letter to the College Director Requesting To Change Your Course: IELTS Writing Task 1

Common Phrases for Complaint Letters

Having understood the structure of a formal complaint letter, the next step is to learn commonly used phrases that help students express their concerns clearly and professionally. Using appropriate phrases not only maintains a formal tone but also ensures that the letter is easy to understand and meets IELTS assessment criteria.

Purpose of the Common Phrase for Complaint Letters	LIst of Common Phrases	Use of the Commpn Phrase
Expressing Dissatisfaction	I am writing to express my dissatisfaction with…	Introduce the complaint formally.
	I was disappointed to find that…	Politely indicate unhappiness.
	I regret to inform you that…	Formal way to report an issue.
	I am unhappy with…	Simple and clear expression of dissatisfaction.
	I wish to complain about…	Direct yet formal introduction to the complaint.
	I am writing to bring to your attention…	Polite way to highlight the issue.
Describing Inconvenience / Problems	This caused considerable inconvenience because…	Explain how the issue affected you.
	The issue has affected me in the following way…	Provides clarity on the problem’s impact.
	I experienced difficulties due to…	Polite description of challenges faced.
	I was unable to… as a result of…	Explains specific consequences.
	The problem has caused significant disruption…	Formal phrasing to show seriousness.
	Due to this issue, I was unable to…	Connects the issue to its effect logically.
Requesting Action / Resolution	I would appreciate it if you could…	Polite request for action.
	I request a replacement/refund for…	Direct request for compensation or solution.
	I kindly ask you to resolve this matter promptly…	Polite emphasis on timely resolution.
	I hope you will take appropriate action…	Formal way to indicate expected response.
	Please could you investigate this matter…	Polite request for investigation.
	I look forward to your assistance in resolving this issue…	Shows expectation of cooperation.
	I would be grateful if you could…	Polite and formal request for action.
Follow-up / Urgency	I look forward to your prompt response.	Indicates expectation of a timely reply.
	I hope this matter can be resolved as soon as possible.	Emphasizes urgency politely.
	I would appreciate a response at your earliest convenience.	Formal and polite prompt for reply.
	I trust this issue will be addressed promptly.	Polite expectation of action.
	Please respond within [time frame] if possible.	Sets a clear but polite deadline.
Polite Closing / Sign-off Phrases	Thank you for your attention to this matter.	Formal closing before sign-off.
	I appreciate your assistance and understanding.	Shows politeness and professionalism.
	I hope for a satisfactory resolution.	Ends on a positive and polite note.

Also Read: Collocations in IELTS Speaking

Sample Questions and Band 8+ Model Answers

To help students apply the concepts of structure, tone, and formal phrases in practice, sample questions and Band 8+ model answers provides realistic IELTS complaint letter prompts along with Band 8+ model answers.

Question 1: You ordered a product online, but it was delivered damaged. Write a letter to the customer service manager to complain. Explain what happened, how it affected you, and what action you want them to take.

Dear Customer Service Manager Smith,

I am writing to express my dissatisfaction with the laptop I ordered from your online store, which was delivered to me on 3rd November 2025. Unfortunately, the package arrived damaged, and the laptop’s screen was cracked, rendering it unusable.

This issue caused considerable inconvenience as I needed the laptop urgently for work. Additionally, the delayed delivery and damage have disrupted my schedule, resulting in lost productivity. I have attached photographs of the damaged product for your reference.

I would appreciate it if you could arrange a replacement laptop at the earliest possible time or, alternatively, process a full refund. I trust that your company will handle this matter promptly and ensure such incidents do not occur in the future.

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

Yours sincerely,
[Your Name]

Question 2: You recently stayed at a hotel, but the service was unsatisfactory. Write a letter to the hotel manager to complain. Explain the problem, how it affected you, and what action you expect.

Dear Hotel Manager,

I am writing to make a formal complaint regarding my recent stay at your hotel from 1st to 4th November 2025. Unfortunately, my experience did not meet the expectations set by your promotional materials. The room was not cleaned properly, the air conditioning was malfunctioning, and the Wi-Fi service was frequently interrupted.

These issues caused considerable inconvenience during my stay. I was unable to complete important work tasks due to the unreliable internet, and the poor room conditions negatively affected my comfort and overall experience. I have included photographs of the room to illustrate these problems.

I would appreciate it if you could provide a partial refund for the stay or offer a complimentary future stay as compensation for the inconvenience. I trust that your management team will take steps to ensure these issues are addressed for future guests.

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

Yours sincerely,
[Your Name]

Question 3. You are enrolled in a course at your college, but there have been issues affecting your learning. Write a letter to the course coordinator to complain. Explain the problem, how it affected you, and what action you would like them to take.

Dear Course Coordinator Mr. Sharma,

I am writing to make a formal complaint regarding the Advanced Mathematics course this semester. Several lectures have been cancelled at short notice, and the online course materials are often unavailable or incomplete.

These issues have caused considerable disruption to my learning. I have struggled to keep up with the syllabus and prepare for upcoming assessments, which has increased my stress and affected my academic performance. Despite attempting to follow up with the teaching staff, the response has been inconsistent.

I would appreciate it if you could ensure that lectures are conducted as scheduled and that all course materials are made available promptly. Additionally, I request that any missed content be supplemented through extra sessions or online resources. Your assistance in resolving these matters would be greatly appreciated.

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

Yours sincerely,
[Your Name]

So that was all about IELTS Complaint Letters. Hope the blog has answered your queries regarding the topic. 

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