It pays to follow a proven complaint letter format if you are unsatisfied with a product or service. When you are drafting an e-mail or letter to a company to report a problem, you can employ several methods to get your point across and to give the company the chance to rectify the situation.

The overall format of a complaint letter is the same as a standard business letter format, with your name and address at the top left, followed by the company name and address. Use a sample complaint letter format if you are having a hard time getting started.

Sample Complaint Letter Format
Step 1: Dear [contact person’s name or To Whom It May Concern],

Step 2: List the problem or complaint with as many details as possible. This includes the date, time and location of the complaint, as well as any pertinent details, such as a model number, invoice number or service person’s name.

Step 3: Explain why you are sending in a complaint. For example, if a product arrives broken, share how you discovered it. Let the company know how the problem made you feel and if the defect or situation cost you in terms of time or money.

Step 4: Reveal how you would like to see the problem resolved. Suggest whether you would like a replacement or a refund of a defective product, or outline another strategy that would work for you that is within reason.

Step 5: Be cordial and assume the company will do what you ask within a certain timeframe. It’s fair to express disappointment in a complaint letter, but if you leave the reader feeling more positive, it increases the chances for results.

Other Complaint Business Letter Tips

• Include copies of any relevant documents, such as a receipt or warranties. Keep the originals.
• Always provide your real name and contact information so the company can reach you.
• Keep the complaint letter short. Nobody will read much past a page of a complaint letter, so hold back from writing a multi-page epic about what occurred.
• Never use threatening language or obscenities in the correspondence, as people are more likely to respond to someone who seems levelheaded and polite.