Complaint Letter

A complaint letter is written to formally lodge a grievance against poor service, faulty products, or other issues. It should be clear, factual, and profes

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TL;DR: A complaint letter is written to formally lodge a grievance against poor service, faulty products, or other issues. It should be clear, factual, and p…

Written & reviewed by the Syllab.in Academic Team (CBSE/NCERT subject experts) · Updated Sep 17, 2026

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A complaint letter is written to formally lodge a grievance against poor service, faulty products, or other issues. It should be clear, factual, and profes

Format to Follow

Your address and date
Company/Organization address
Subject: Clear description of complaint
Salutation
Opening: state the complaint specifically
Body: provide details, dates, and evidence
Impact: explain how it affected you
Resolution: suggest what you want done
Professional closing

Model Answer: Complaint Letter

567 Maple Lane
Delhi - 110015

12th June 2026

Customer Service Manager
Electronics Plus Store
Central Plaza
Delhi - 110001

Subject: Complaint Regarding Defective Laptop Purchased on 5th June 2026

Dear Sir/Madam

I am writing to lodge a formal complaint regarding a defective laptop I purchased from your store on 5th June 2026 (Invoice No. EP-2026-5432). The laptop model was Dell Inspiron 15, and the purchase price was Rs. 45,000.

Within three days of purchase, the laptop began to freeze and shut down unexpectedly. I visited your store on 8th June to report the issue, and your staff acknowledged the defect. However, instead of offering a replacement immediately, they asked me to wait for two weeks, which is unacceptable.

This defect has caused significant inconvenience as I need the laptop for my online classes. I have lost important coursework and faced academic consequences. Despite being a loyal customer, I feel disrespected by the delayed service.

I kindly request that you provide a full refund or replace the laptop with a new one within 7 days. I am attaching copies of the original receipt and warranty card for your reference.

I expect immediate action on this matter. Please contact me at 9876543210 within 48 hours to confirm the resolution.

Yours faithfully
Preeti Verma

Marks-Scoring Tips

Be specific about dates, invoice numbers, and details
Remain calm and professional, even when angry
Clearly state what resolution you want
Keep copies of all receipts and documents
Send the letter via registered mail for proof of delivery

Frequently Asked Questions

Should I include emotional language in a complaint letter?

Avoid excessive emotional language. Be factual and professional to be taken seriously.

What should I do if I don't get a response?

Follow up with a second letter or contact the company's consumer grievance cell. You can also file a complaint with consumer protection authorities.