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Sample of Customer Complaint Letters

By Edited Jan 21, 2014 0 3

A good sample of customer complaint letter can mean the difference between getting some sort of satisfaction from a bad experience, and getting none. Since there are literally thousands of reasons to air a grievance with a company, I will offer up a few different examples, along with some hints for writing your own. Let's take a look at some decent sample customer complaint letters, and how they can help you out with your company issues. If you do it right, your concerns will be addressed.

Bad experience – Service

If you are looking for a sample customer complaint letter, there's a good chance you received bad personal service. If this is the case, constructing the note will be a little different. Here's a good sample customer complaint letter to use when dissatisfied with service you received.

Your name/contact info:

Company name/contact info:

To whom it may concern (or Mr./Mrs. and last name if known, community relations manager, etc.),

I am writing to you with concerns about the service I received at your restaurant, Jim Bob's Diner, on (give specific date, time, etc.).

Not only was my waitress Kim quite rude to me, but she also gave me the wrong order. (In this entire section you should air any grievances you have specific to the issues only.) When I informed her she gave me the wrong menu item, she told me it was what I ordered. It wasn't until the table next to us spoke up and told her it was their order that she believed me. At no point did she offer me an apology. (In this section you should state what was done to rectify the situation, if anything.)

I have been a loyal patron at Jim Bob's Diner for a decade. After hundreds of visits, this was the very worst experience I've had. (Don't exaggerate in this section. If it was your first time, it's okay to include it in the sample customer complaint letter.)

I would like to be compensated with either a refund or gift certificate for future use. (Be sure to state exactly what you would like, even if it's only an apology or acknowledgement.)

I look forward to hearing from you in the next two weeks,

Name, signature

With this sample customer complaint letter you've explained exactly what the issues were, what you would like done, and given a timeframe you expect to hear back. This is a decent sample of customer complaint letter you can use if you are a victim of bad service.

Bad experience – Product:

Samples of customer complaint letters should include a section for those disappointed with a product.

Your name/contact info:

Company name/contact info:

To whom it may concern (or Mr./Mrs. and last name if known, community relations manager, etc.),

I am writing to you with concerns about product X, which I purchased on (specific date or approximate timeframe are fine).

Since it has been about 90 days since my purchase, just over the store's return timeframe allotment, I am asking for your assistance. I've had several issues with the product over the last couple of months (be sure to list issues/problems).

Since product X cost over $200, I feel it should have lasted longer. I am simply asking you to stand behind your product and replace the one I have. If you prefer, you may send a shipping pick up ticket to my address listed above and have the product delivered so you can view it for yourself, or make reasonable repairs, so it works. (Shipping can be really expensive. Try to get them to cover the cost with your sample customer complaint letter.)

I have used product X, along with product Y and Z, made by your competitors for many years now. This is the first time I have ever had any issues. Since you provide a quality product, I assume you will stand behind it now.

I look forward to hearing from you in the next two weeks,

Name, signature.

With this sample of a customer complaint letter, you have successfully laid out your issues and what you would like to happen. Manufacturers will almost always try to tell you to ship the item to them, which can be expensive. To combat this, your sample customer complaint letter could address it up front, as done with this example, or attempt to avoid it. You could simply include photos in many cases if you have a defective product. Your sample customer complaint letters may be more effective this way, and save you some money.

On all grievances:

You could look up hundred of sample customer complaint letters and not find the exact right one to fit your needs. For this reason, there is a very basic checklist you can use to construct the memo to work for you. Let's look at what sample of customer complaint letters should include.

Dates/Times: Try to be specific if you can. Approximations are fine, but exact dates are better.

Exact Issues: Any sample of customer complaint letter forms you find will have varying issues. As long as you are very specific, you should be fine.

Expectations: There's nothing wrong with telling a company exactly what you want for satisfaction. Be sure you are reasonable and flexible in your sample customer complaint letter.

Past experiences: Have you been a loyal patron for years or was this your first time. Both can be quite effective to mention.

Contact info: Include as much as you are willing. If you are fine with a phone call, give your phone number on the sample customer complaint letter.

Return envelope? This can be an effective way to help you get a response. Including a self addressed and stamped envelope can increase the chances of seeing action from your sample customer complaint letter.

Quick things to consider:

Sample of customer complaint letters are all over the place. You should be able to find one quite relevant to your situation. As long as you are professional, which includes being honest, you can reasonably expect at least some form of action taken to satisfy your concerns. No sample of customer complaint letter will be 100% effective.



Mar 18, 2010 7:27pm
I believe that complaint letters end up in the 'good old', circular file. I would first take the initiative to call the company and try to reach a live person....detail the problem, then follow it up with a letter.
Jul 10, 2010 10:30am
Good article, Jason :)
Nov 2, 2010 4:11am
Very useful - thank you!
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