How to Write a Strongly Worded Letter of Complaint (Tips & 3 Examples to Use)

A strongly worded letter of complaint is a formal document that communicates your dissatisfaction with a product, service, or experience.

While it’s important to express your frustration, the letter should remain professional and constructive. This guide will show you how to write an effective complaint letter and provide three examples for different scenarios.

---

Tips for Writing a Strongly Worded Complaint Letter

1. Start with a Clear Statement
   Open your letter by clearly stating the reason for your complaint.
2. Provide Specific Details
   Include dates, times, locations, and names where applicable to support your claim.
3. Use Professional Language
   Avoid insults or overly emotional language. A professional tone will make your complaint more credible.
4. State the Desired Resolution
   Be explicit about what you want, such as a refund, apology, or corrective action.
5. Request a Response
   Ask for a timely reply and provide your contact information for follow-up.

---

Sample Letter 1: Complaint About Poor Customer Service

Subject: Formal Complaint Regarding Poor Customer Service

Dear [Recipient’s Name or Customer Service Manager],

I am writing to formally express my dissatisfaction with the service I received at [company or location] on [date]. Despite [describe specific issue, e.g., waiting 30 minutes to be attended to], the staff’s behavior was unprofessional and dismissive.

This experience has left me extremely disappointed, as I expected better from your company. To resolve this issue, I request a formal apology and assurance that steps will be taken to prevent such occurrences in the future.

Please respond to this complaint within [reasonable timeframe, e.g., 7 days]. You can contact me at [your contact information].

Yours sincerely,
[Your Full Name]

---

Sample Letter 2: Complaint About a Faulty Product

Subject: Request for Immediate Resolution: Faulty Product

Dear [Recipient’s Name or Customer Support],

I am writing to bring to your attention a defective product I purchased from your store on [date], [product name or description]. Despite following the instructions, the product stopped working after [specific timeframe or issue].

I expect [resolution, e.g., a full refund, replacement, or repair] as outlined in your return policy. Please find attached copies of my receipt and photographs of the faulty item.

I request that you resolve this matter promptly and inform me of the next steps within [specific timeframe, e.g., 5 working days]. I can be reached at [your contact information].

Yours faithfully,
[Your Full Name]

---

Sample Letter 3: Complaint About a Billing Issue

Subject: Urgent: Incorrect Billing on My Account

Dear [Billing Department or Manager’s Name],

I am writing to formally dispute an incorrect charge on my account [account number] dated [specific date]. The charge of [amount] is inaccurate, as I did not authorize this transaction.

I kindly request that you review my account, reverse the charge, and provide a corrected statement. Attached are copies of my account history and any relevant documentation to support my claim.

I expect this issue to be resolved within [specific timeframe, e.g., 10 business days]. Please confirm receipt of this letter and provide updates on the progress of your investigation. I can be reached at [your contact information].

Thank you for your prompt attention to this matter.

Sincerely,
[Your Full Name]

---

Final Thoughts

A strongly worded letter of complaint is your chance to highlight a problem and seek a resolution.

By maintaining professionalism, providing detailed information, and clearly stating your expectations, you’ll increase the likelihood of a positive outcome.

Use these examples as a guide to ensure your letter is impactful and effective.