How to Write a Complaint Letter

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A complaint letter advises the reader of an error in a business transaction or a defect discovered in a consumer product or service. The objective is to provide detailed information regarding the error or defect and to serve as a legal document recording the writer's claim and the corrective action or adjustment being requested.

Keep in mind that your reader is a trained customer service professional and not very likely to be the person responsible for the error or defect. Rather than being angry, use a firm but courteous tone when stating a complaint. Remember, you want results, not a fight.

The scope of a complaint letter should include only those facts that validate your claim and a request that corrective steps be taken. It may also detail the options that you are willing to accept in satisfaction of the claim.

In the sample complaint letter the writer explains that an incorrect shipment was received and that a promised correction has not materialized. He then proposes two equally satisfactory solutions.