How to Write an Effective Complaint Email, Letter to a Company | FREE Sample

How To Write A Complaint Email To A Company

How To Write A Complaint Email To A CompanyIt is quite common to find a product or service defected or displeased, but it is the duty of consumers to alert the company about its faulty products. Well, in order to do so, it is quite important to discover How To Write A Complaint Email To A Company.  

There are various ways like a phone call or email to discuss your concern with an executive, but a complaint letter is the most effective technique to resolve the problem. Here’re free sample and tips to write a letter for filing a complaint against the poor standard of a product or service.

A complaint email helps to put your issues on record with the firm. This in turn conserves any legal rights you may hold in that situation. Just remember, your one complaint can prevent theft that some companies are gaining perfection at!

How To Write An Effective Complaint Email to a Company

Important Tips To Write An Effective Email

Be Clear and Concise:

Clearly describe the problem related to your item or service that you are facing. The important thing is to describe the serial or model number along with the name and seller location.

State Exactly What You Want Done:

Mention in the email that what step you want against that product and also state that how long can you wait for the response but keep in mind that the reason should be acceptable.

Don’t Write And Angry, Sarcastic, Or Threatening Letter:

Keep in mind that the one you are writing the email is not responsible for your problem. Therefore, you should be respectful to him/her as that person may become the source in between your problem and solution by helping you in solving it.

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Customer Complaint


Include Copies Of Relevant Documents

It is necessary to send all the documents related to your products or service like receipts, work orders, and warranty cards/paper. In some cases you are required to send the copies of emails or notes of conversations that you have had with the Seller. But remember to keep the original copies safe and secure.

Formal ComplaintFormal-Complaint-Example

Must Know These: 10 Things Every Customer Really Want from a Company?

Include Your Name And Contact Information:

Make sure that you have mentioned your name and contact information in the email as the answer to your email will be received back on that very contact number or email id provided by you.

Steps For Writing A Complaint Email

Address Your Email Directly To Specific Department:

If you are writing your email to Department, firstly search the department or organization customer support email address. Do not forget to mention the address of the organization or person to whom you are sending the email.

Business Complaint


Check Out: The Right Way of Filling Online Complaint

Mention A Meaning Full And Exact Subject:

Mentioning a meaningful and exact subject indicates that while writing an email subject should be exactly appropriate to the problem which you are facing. In simple words we can say that subject should be so simple and understanding that the person who is reading the email should clearly identify the reason of writing your email to him/her. Do not write long paragraphs.

Employee Complaint


Know Here: Tricks to Directly Call Customer Care

Writing In Respectful Way:

Start writing your email but you should keep in mind that the person with whom you are sharing your concern is having self respect and works with dignity in so and so organization. Therefore, you should respect him/her while writing an email. When you start your email make sure that you have used respectful words such as Mr. / Mrs. / Miss before writing their names and surnames.

Product Complaint


Quickly Get To The Point:

After writing the name or dear sir, quickly get to the point. Start describing your problems one by one regarding to that product. Also mention the true facts such as details regarding that product, its serial number, date of purchase, name of the seller and from where you had brought it.

Noise Complaint


Mention The Outcome That Will Satisfy You And Provide Time Limit:

This is very important to mention the steps you want from the company or organization against the faulty product or service. You may ask for the product’s replacement, repairment or have any other compensation that you want from the company and also mention the time limit of your demand by keeping in mind that the time boundaries should be relevant as the problem needs time to resolve.

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Provide The Proof:

You have to attach the proofs related to the product such as bill of the product, barcode or any other document which you can express as the proof of product purchase.

Finish Your Email Respectfully:

After completing the above stated details, kindly finish the email respectfully. Be polite, humble and concise with providing short but detailed information.

These are some of the procedure to write an effective complaint email, for more tips on How To Write A Complaint Email To A Company, stay in touch with us through our web portal.

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36 thoughts on “How to Write an Effective Complaint Email, Letter to a Company | FREE Sample

  1. Hi sir iam J.Rambabu i was returned 2 sarees on limeroad till i dont get my returnable amount in my account so please make it fast as possible.

  2. I will never use NetSpend card products again big headache extremely bad service I put money on a prepaid card and been trying to activate it for days

    • Hii Andy,
      You can call on the customer care number and get your activation done. May be some technical issues are there.

  3. Dear Cleartrip Team,

    i want to cancel my flight booking Cleartrip Invoice No. 18022262352 Trip ID 18022262352 dated 22.02.2018.
    : Rajeev Kumar | PNR: KK44NE , wants to cancel full trip.
    Beacuse of Flight Delay
    kindly let me know the refundable and cancelation process


    • Hii PRIYOM DEB,
      You can call on to the customer care number of the bank, whose debit/ credit cared you are using and get instant solution of your queries. Writing a Complaint Email is also a good option.

  5. Dear
    I have booked through your website a flight . ID is 18012411290. I have selected the flight which match my schedule. The flight was re scheduled by the airline which is not suitable for me. I have called Saudi airline , they told me that I can cancel the flight without penalty but through the site I made reservation through. I have cancelled the flight through your app, but unfortunately you deducted about 2/3 of the amount I have paid. I have expected complete refund and apology but on the other hand I was astonished by this action. It is the first time to book through you but it was a very bad experience. I am upset because it is basic issue. It is not my mistake . The booking like a contact, the airline rescheduled the flight and you enforce me to take the unsuitable time otherwise you deduct from the money I have already paid. I expect that the message is clear and I expect rapid response.

  6. Hi my name is ganesan a/l kanthan. My astro acc no is 0807216926. My installament is RM124.00 only. Every month im paying that amount. But today i just returned from overseas , i found that my astro was disconnected. Then when i call customer service they said got outstanding. As i know every month i do the payment. No if i got outstanding i need full details about the outstanding which month i nvr pay. Pls provide all the details.

  7. I Purchased for an online study course while paying it shows transaction successful.
    And on the next day transaction failed. Still i had not received the product nor the amount.
    rs.4500 from debit card.
    Payment Id. 178716439
    merchant order 24c0a06a3e84ed19ce9

  8. I really don’t like your process because there is no option to remove order history and no way to contact customer care there is customer care no but never conneced

  9. Sir,
    This is to write complaint about booking not done by your website but the money of Rs 15030 has been transferred from my account of ICICI BANK at 2.44 (afternoon)on 4th Feb 2018. I booked flight from New Delhi to Mumbai scheduled on 5th Feb around 8.00 pm with two adults and one child. Clear the status.

    Resolve the complaint immediately and refund my money else I shall complaint to consumer forum.

  10. Dear sir
    My subsidy is not comming in the bank. I already give the papers to bank and agency many times. But no buddy help about my case please do some thing for my subsidy

  11. I had booked three ticket on 02.01.2018 through redbus from Ahmednagar to Mumbai,ticket no TM2416204512 and same is confirmed vide PNR No. 31240932, 361010 and 1647767784. Payment was made vide credit card of Axis Bank, amounting Rs. 1110.00 and same was debited from A/C. But bus was not availed by MSRTC due to Maharashtra Band (i.e. at Bhima -Koregaon local issue) . We were not traveled by your bus, previously complain also posted but yet payment was not refund. Request to refund / credit Rs. 1110.00 on same account from which it was debited.

  12. My name is rajkumar sharma from pakhaudana Teh khair dist aligarh hamne 5 inverter or battary le h or unko 1 month ho gya h usme kuch kharabi aa gyi h hmne 2 bar complaint kra de or yha par complaint pr koi nhI krya krke hmare problem solved krye Jaye mobile no 9012020914 7500373347

  13. I booked 1 year subscription..I am already paid one-year trovagunta near ongole prakasam dt. Still 18 days to iam not -recived correct paper delivery any day..Our agent is perfect ..So this press packing boys is not correct count to packing news paper,s..I am phone to talk with staf already…He was responce…Pls call me anthore enquire..9949942130

  14. I like to check my trip to batam on 14/8/17 still have not receive my voucher yet my booking NO 221575913 can be u pls check

  15. We have buy Reebok Shoes,but we want to return back this shoes because my family dosnt like this shoes but store man dosnt get back my money they are saying ur prushes other items in this ,we already compliant with compamy mail id but didnt reply of them

  16. My courier is not dispatched to the destination

    Consignment number: 42880425

    Can you please help me

    Its been 20days

  17. Hi, your return request for ether Men Black Slim Fit Mid Rise Clean Look Jeans (Return No. : 20783667) has been processed. Refund of Rs. 896.22 has been initiated to your bank a/c and is expected to reflect within 2-3 days.

    This was sent to me on 27 January .where is my refund ?

        • Hii Umer,
          You can visit to the shop, where you buy the phone with your warranty card. The persons working there, will definitely helps you.

      • I have booked iphone 7 from bestbuy. I have paid 40% of amount nd your company person told after delivery pay the payment now my shippment I have nt received yet what do next plz update me what’s up no 7300411189

        • Hii Vishal,
          You need to call on the company’s customer care number and ask them about the status of shipping.

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