Sample Complaint Letter and Reply in English
Here's a sample complaint letter and its reply, showcasing a professional and courteous approach:
Complaint Letter
[Your Name] [Your Address] [Your Phone Number] [Your Email Address]
[Date]
[Company Name] [Company Address]
Subject: Complaint Regarding [Product/Service Name] - Order # [Order Number]
Dear [Recipient Name],
This letter is to formally complain about [briefly describe the issue]. I purchased [product/service] on [date] with order number [order number].
[Explain the problem in detail. Be specific about the issue, dates, and relevant information. Include any evidence like order confirmation, photos, or receipts].
I have attempted to resolve this issue by [mention any previous attempts to resolve the problem, like contacting customer service]. However, the issue remains unresolved.
I request [clearly state your desired resolution, like a refund, replacement, or credit]. I would appreciate it if you could address this matter promptly.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
Reply Letter
[Company Name] [Company Address]
[Date]
[Your Name] [Your Address]
Subject: Re: Complaint Regarding [Product/Service Name] - Order # [Order Number]
Dear [Your Name],
Thank you for bringing this matter to our attention. We sincerely apologize for the inconvenience you have experienced with your [product/service] order # [order number].
We understand your frustration and have investigated your complaint thoroughly. [ Briefly explain the investigation and the cause of the problem]. We have taken steps to ensure that this issue will not happen again in the future.
We are happy to offer you [state the resolution offered, like a refund, replacement, or credit]. [Describe the process of resolving the issue, like how the refund will be processed, or when to expect the replacement].
We appreciate your understanding and hope that you will continue to choose our products and services in the future.
Sincerely,
[Name of Representative] [Title] [Company Name]
