Are you tired of receiving poor customer service and not knowing how to effectively complain about it? Look no further, because in this article, we’re going to provide you with complaining email samples that you can use as a guide to get the results you deserve.
With our busy schedules, nobody has the time or patience to deal with poor customer service. So, it’s important to have a well-written, professional complaint email at your fingertips when you are justifiably unsatisfied with a product or service. Whether it’s receiving a faulty product, experiencing a delayed flight, or receiving poor service at a restaurant, knowing how to complain effectively can help ensure that you get the resolution you need.
In this article, we have compiled a variety of sample complaint emails to assist you in your quest for excellent customer service. From formal to informal, short and sweet, or detailed and thorough – our examples cover all bases. You can even edit them as necessary to suit your specific situation.
So, why waste any more time fuming over poor customer service? Take advantage of our free complaining email samples and let your voice be heard loud and clear. With our help, you can effectively communicate your concerns, and get the resolution you deserve in no time.
The Best Structure for Complaining Email Sample
Complaining in an email can often be seen as difficult or daunting, especially if you do not have a template to follow. However, there is no need to stress, as there are some simple structures that you can follow to ensure that your complaint is clear, concise, and effective.
The first paragraph should be your introduction. Begin by addressing the recipient, this could either be the individual or company you are addressing the complaint to. Then, state the purpose of your email clearly, allowing the recipient to instantly understand the topic of your complaint. An example of this could be: “I am writing to express my dissatisfaction with your service.”
The second paragraph is where you should expand on your complaint. Outline the issue and provide any evidence or supporting information that may assist the recipient in understanding your complaint fully. Depending on your complaint, this could be any of the following: dates, times, costs, reference numbers, etc. Ensure to convey your thoughts and emotions related to the situation. Tim Ferriss, the bestselling author, always suggests “be a specific yet reasonable journalist.”
The third paragraph is where you should suggest a solution to your issue. Make sure to offer a reasonable solution to resolving the problem. Depending on the issue, a favorable solution could be a refund, a service replacement or termination, or even an apology. Clearly state what outcome or resolution you would like the recipient to consider.
The conclusion of the email should be warm and friendly. You do not want to leave a bitter taste in the recipient’s mouth. Reiterate your appreciation for their time and highlight that you are hopeful for a positive outcome. Tim Ferriss always recommends including a heartfelt sentence like “I like your coffee shop and I would like it to be better for everyone.”
In conclusion, crafting a complaint email can be intimidating, but by following this structure, you can write a clear, concise, and effective email. Remember to always keep your writing precise, engaging, and warm.
7 Sample Complaint Email Templates
Complaint About Delayed Delivery of Order
Greetings,
I am writing to express my disappointment over the delayed delivery of my order. It has been more than two weeks since I placed my order with your online store, and I have yet to receive it. I checked the order status on your website, but it doesn’t seem to be updated. I am quite frustrated as I was hoping to receive the item by now.
I would appreciate it if you could please investigate the issue and let me know what’s causing the delay. Also, if there is any way to expedite the shipping process, that would be great. I am willing to pay an additional fee if necessary, to receive my order on time.
Thank you for your prompt action in this matter. I hope to hear from you soon.
Best regards,
[Your Name]
Complaint About Poor Service at Restaurant
Hello,
I am writing to express my dissatisfaction with the poor service I experienced at your restaurant yesterday. Despite arriving early, I was made to wait for almost an hour to get a table. When I finally got seated, the service was slow and unresponsive. My food order was incorrect, and when I brought it to the attention of the server, they were not apologetic and did not make any effort to rectify the situation.
I was quite disappointed with my overall experience at your restaurant. As a valued customer, I expect better service. I hope that you will take this complaint seriously and take steps to improve the service at your establishment.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Complaint About Defective Product
Dear Customer Service,
I am writing to inform you that the product I received from your company is defective. I ordered a [Product Name] on [Order Date], and it arrived on [Delivery Date] with several defects. The [Describe Defect] is clearly faulty, and I cannot use the product as intended.
I am quite disappointed as I had high expectations from your company’s reputation. I am now left with a [Product Name] that is non-functioning and a waste of my money. I request you to arrange for a replacement to be sent to me as soon as possible or, at least, provide me with a refund. I have attached a copy of my order confirmation and a photograph of the defective product for your reference.
Thank you for your attention and cooperation in this matter. I hope this issue can be resolved quickly.
Sincerely,
[Your Name]
Complaint About Unprofessional Behavior of Employee
Dear Manager,
I am writing to express my dissatisfaction with the unprofessional behavior of one of your employees. On [Date and Time], I called your office to inquire about [Service or Product]. The employee who answered the phone was quite rude and unhelpful. While I understand that it may have been a busy day, I expected a more professional response.
I believe that customer service is an essential aspect of any business, and your company must ensure that your employees are trained to provide appropriate service to all customers. I hope that you will take appropriate action to address this behavior and ensure such incidents do not happen again in the future.
Thank you for your attention to this matter. I hope to see a positive resolution soon.
Best regards,
[Your Name]
Complaint About Billing Error
Dear Billing Department,
I am writing to bring to your attention an error in the billing statement I received from your company. I noticed that the bill amount is higher than what I expected. Upon closer inspection, I found that [Specify Error] is listed as a charge, which I didn’t authorize or incur.
I request you to look into this matter and provide me with an updated bill that reflects the correct amount. I would appreciate it if you could investigate how this error occurred and let me know how I can avoid such issues in the future.
Thank you for your prompt action in this matter. I hope to hear from you soon.
Best regards,
[Your Name]
Complaint About Poor Quality of Service
Dear [Recipient Name],
I am writing this email to express my dissatisfaction with the quality of service I received from your staff on [Date]. I was expecting prompt, efficient, and courteous service, but unfortunately, I did not receive it. The staff members were disorganized, not responsive to my needs, and even seemed indifferent to the quality of service they provided.
I understand that sometimes things can go wrong, and I believe that it is important to rectify the situation as soon as possible. I kindly request that you address this issue and ensure that your staff are better trained and equipped to handle customer needs effectively.
Thank you for taking the time to read and consider my complaint. I look forward to your response.
Sincerely,
[Your Name]
Complaint About Unreasonable Fee
Hello,
I am writing to dispute the fee that was charged to my account on [Date]. I noticed that there was a [Fee Amount] fee charged, which seems to be unreasonable and unjustified. I am requesting that you provide a justification for this fee or remove it from my account immediately.
I kindly request that you provide a detailed explanation as to what this fee is and why it was charged. If this is not possible, kindly remove the fee immediately. I have been a loyal customer to your company for a long time, and I would appreciate prompt action on this issue.
Thank you for your attention to this matter. I hope to hear from you soon.
Best regards,
[Your Name]
Tips for Writing an Effective Complaining Email
Complaining via email can be a frustrating experience for both the sender and the recipient. However, with proper planning and execution, it is possible to get the desired outcome. Here are some tips to help you write an effective complaining email:
- Be specific: Start your email by outlining the exact problems you are facing. Be as clear and precise as possible. This will help the recipient understand the issues better and respond accordingly.
- Use a polite tone: Be courteous and respectful in your approach. Avoid using offensive language or being aggressive. A polite tone shows the recipient that you are reasonable and willing to work towards a solution together.
- Provide evidence: Back up your claims with evidence such as screenshots, receipts or other documentation. This will give the recipient a better understanding of your situation and help them come up with a solution.
- Suggest a solution: Offer a suggestion for a solution that you feel would be reasonable. This shows the recipient that you are willing to work towards a resolution and can help move the conversation forward.
- End on a positive note: Close your email by thanking the recipient for their attention and expressing your hope for a positive outcome. This can help set a positive tone for future conversations and increase the likelihood of a successful resolution.
By following these tips, you can increase your chances of having your complaints addressed effectively via email. Remember to be specific, polite, offer evidence, suggest a solution and end on a positive note. Happy emailing!
FAQs Related to Complaining Email Sample
What should be the subject line of the complaining email?
The subject line of the complaining email should be clear and concise. It should give a brief idea about the issue that is being addressed. For example, ‘Complaint regarding late delivery of product.’
What should be the tone of the email?
The tone of the email should be polite and professional. It should not contain any offensive or aggressive language. The email should focus on the issue at hand and not on personal attacks.
How should the email be structured?
The email should have a clear structure with an introduction, body, and conclusion. The introduction should state the purpose of the email, while the body should provide details about the issue. The conclusion should summarize the problem and any actions requested.
When to send the complaining email?
The email should be sent as soon as possible after the issue has arisen, preferably within 24-48 hours. This ensures that the issue is addressed promptly and mitigates any further damage.
What documents should be attached to the email?
Any relevant documents such as receipts, invoices, or order confirmations that support your complaint should be attached to the email. This helps the recipient to understand the problem better and resolve it promptly.
How should one follow up on the email?
If no response is received after a reasonable time, a follow-up email can be sent. The tone of the email should still be polite and professional, and a reminder of the issue and any requested actions should be included.
What should be the email signature?
The email signature should contain the sender’s name, contact information, and designation (if applicable). This helps the recipient identify who the email is from and respond accordingly.
What should be the sender’s expectation when sending the complaint email?
The sender’s expectation should be that the issue is addressed and resolved in a prompt and satisfactory manner. The recipient should acknowledge the problem and take steps to rectify it as soon as possible.
Should one escalate the issue if there is no response?
If there is no response or an unsatisfactory response, the issue can be escalated to a higher authority. The escalation process should be handled in a professional and courteous manner, and all relevant details should be provided.
What should be the overall purpose of the email?
The overall purpose of the email is to resolve the issue and ensure that similar problems do not occur in the future. The email is not meant to be a platform for personal attacks or to vent frustration, but to provide a constructive solution to the issue at hand.
Thanks for Taking the Time to Complain
We hope our complaining email sample has been useful and will help you the next time you need to give feedback. Remember, complaining can be done in a respectful manner, and it’s a great way to let people know how they can do better. Thanks to you, businesses and organizations can improve their products and services, making our lives better. Come visit us again for more tips and tricks on how to communicate effectively!