Composing Competent Complaint Letters

Have you ever been lied to, harmed by, or disappointed with something you were offered? Was the chair leg too weak or too short? Did the computer part you had to order for arrive at your house as a pile of silicone chips? Is your coffee too hot? Then the best way to voice your complaints to the management is using what is called a complaint letter.

The purpose of this type of letter is (obviously), to voice your complaints regarding a poor service or product. It is relatively simple and easy document to produce as it can be separated into three short parts – heading excluded of course.


The first part of the letter should give a brief explanation of the whole situation being discussed. It informs the reader of who you are to them, what happened that caused you to write the letter, and most importantly of all, why this involves them in the first place. Providing this explanation will eliminate confusion, making the person(s) responsible more likely to take your complaint seriously.


Dear Mr. Kaplan,

This recent October, I had requested your service in reconstructing a recently vacated apartment I planned on moving into. The request had included repairs to damaged walls and ceilings, repainting several rooms, and installation of a new carpet. I had paid the necessary billing, and left your men to their work until the job was completed, only briefly seeing progress early on to answer any unmentioned questions. The day after completion I went in to inspect, finding spots of poor work quality, or no work being done at all.



The second step of this letter is where the most effort is going to be needed. Details about the problem are placed here, elaborating on everything that was brought up in the first paragraph – that have to do with the complaint, of course. If anything is going to be done to make repairs or compensation, then as much information as necessary should be provided for the reader, so that they can judge the situation as needing to be approached, and know what needs to be done to fix it.


The bedroom has not been painted properly, with several walls not being completely covered, and the ceiling showing signs of dripping which left several obvious bulbs. This situation is similar for the living room and kitchen, with the exception of the ceiling which in this case was not painted on at all. As well, hidden behind several pieces of furniture are cracks and holes which are unsightly, and prove that the repair work was not completed or possibly even attempted. Lastly, I have found some small tools and a bucket of drywall in my closet which I believe were left behind.



The third and final part of this letter should be the closing comments. Here is the point where requests can be made, such as specific returns or compensation, a date for discussion on these returns, or even contact information on a person that can be referred to, should you be so inclined. You can also make more personal points, such as expectations, re-voicing the complaint one more time, or even declaring your abandonment of their service outright. Just be sure to close the letter formally.


While my opinion of this job is quite low to say the least, the reputation you have established with my neighbors makes me assume that I have been misinformed about your level of completion. I would like you to get in contact with me to further discuss these issues, as well as possible changes to the billing for incomplete service. If I have made any mistakes, please inform me immediately.


Sincerely yours,

Brandon Kelly

Prior Customer



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