Masters of Computer Science Managerial Communication

Best way to write complaint letters with example

Best way to write complaint letters with example

Complaint Letters


  • You need to politely state the problem. Include supporting documents, such as the following:
  • Serial numbers
  • Dates of purchase
  • Invoice numbers
  • Check numbers
  • Names of salespeople involved in the purchase
  • Also state those copies of these documents are enclosed


  •    Explain in detail the problems experienced
  •    This could include dates, contact names, itemized listing of defects
  •     After documenting your claims, state what you want done and why


  • End the letter positively
  • In this paragraph, include your ph number and time you can best be reached.

Letter of Complaint Example

Dear Mr. Lang:

On February 12, 2021, I purchased two shock absorbers in your automotive department. Enclosed are copies of the receipt and the warranty for that purchase. One of those shocks has since proved defective.

I attempted to exchange the defective shock at your store on May 2, 2021. The mechanic on duty, Vernon Blanton, informed me that the warranty was invalid because your service staff did not install the part. I believe that your company should honor the warranty agreement and replace the part for the following reasons:

  • The warranty states that the shock is covered for 48 months and 48,000 miles.
  • The defective shock absorber is causing potentially expensive damage to my tire.
  • The warranty does not state that installation by someone other than the dealership will result in warranty invalidation.

I can be reached between 1 p.m. and 6 p. m. at 9851….. I look forward to hearing from you. Thank you for helping me with this misunderstanding.



Carlos De La Torre


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