Have you ever been frustrated with a product or service? Perhaps the item arrived damaged, or the service didn’t meet your expectations. Whatever the reason, complaining is a natural reaction to feeling unhappy or let down. And, while it may seem daunting to write a complaint email, it is a necessary step towards resolving the issue at hand.
To help you get started, we’ve compiled a complaint email sample that you can use as a base. This sample is designed to guide you through the writing process, giving you the tools you need to articulate your feelings and get the best possible outcome. Whether you need to complain to a store, a supplier, or a person, you’ll find examples here that you can edit as needed.
So, don’t let frustration get the best of you. Take control of the situation by crafting a well-written complaint email. Use our sample as a starting point, and you’ll be on your way to resolving the issue and moving forward with peace of mind.
The Best Structure for a Complaint Email Sample
If you have a grievance or something you want to complain about, it’s important to write a complaint email that is clear, concise, and gets your point across effectively. This structure will help you to do just that.
1. Start with a clear and concise subject line
Your subject line should be concise and to the point. Make sure it accurately reflects the content of your email, so the recipient knows exactly what to expect when they open it. For example, if you’re complaining about a faulty product, your subject line could read: “Defective Product Received.”
2. Begin with a clear statement of your complaint
Start your email with a clear and concise statement of your complaint. This will help the recipient understand the point of your email right away. For example, “I am writing to inform you that I am extremely disappointed with the service I received from your company.”
3. Provide detail and evidence
Once you’ve made your initial complaint, it’s important to provide detail and evidence to support your claim. This could include specifics about the problem, any correspondence or documents related to the issue, and any attempts you’ve made to resolve the issue in the past.
4. Express your expectations for a resolution
Be clear about what you would like to happen in order to resolve the issue. Whether it’s a refund, a replacement product, or an apology, make sure your expectations are clear and achievable.
5. Thank the recipient and sign off
Finish your email by thanking the recipient for their time and consideration, and signing off professionally. This will help to maintain a positive tone throughout the exchange.
By following this structure, you can ensure that your complaint email is effective and helps to achieve the outcome you desire.
7 Complaint Email Samples
Complaint about Product Quality
Dear Customer Service,
I am writing to lodge a complaint about the quality of the product I had purchased from your store. Last week, I had bought a pair of shoes from your online store. However, upon receiving the product, I noticed that the stitching was coming apart, and the sole was already cracked in a few places. This was very disappointing for me as I had expected a high-quality product from your company.
As a loyal customer, I would like to request a refund or exchange for this faulty product. I understand that sometimes defects can occur, but I hope you would take this seriously and find a way to rectify the situation. I would appreciate it if you could get back to me with a solution at the earliest.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Complaint about Customer Service
Dear Manager,
I am writing to share my disappointment with the customer service I received from your store. Yesterday, I had called your customer service line to inquire about a product I had purchased. However, I found the representative to be very impolite and unhelpful. The representative did not listen attentively to my concerns, did not offer any viable solutions, and was quite dismissive throughout the conversation.
I am very disappointed with this experience, and I expect better from a reputed company like yours. I would request you to ensure proper training and guidance for your customer service representatives, so that other customers do not have to face the same situation.
Thank you for your time and consideration.
Yours Sincerely,
[Your Name]
Complaint about Shipping Delay
Dear Sir/Madam,
I am writing to express my frustration with the shipping delay of my recent order. I had ordered a few items from your online store, and the estimated delivery date was supposed to be two days ago. However, I still have not received the package, and no tracking information has been updated.
I understand that delays can sometimes happen, but it is unacceptable to not provide any information on the status of my order. I would appreciate it if you could investigate this matter and provide me with an update as soon as possible.
I hope this issue can be resolved quickly. Thank you for your assistance.
Best regards,
[Your Name]
Complaint about Product Pricing
Dear Sales Team,
I am writing to express my dissatisfaction with the pricing of your products. I recently visited one of your stores and noticed that the prices of your products have increased significantly since my last visit. I find it unreasonable to pay such a high price for the same products that were available at a much lower price before.
I hope you understand my concerns as a customer, and I would like to request a reconsideration of the pricing strategy for your products. I believe a reasonable pricing strategy would attract more customers to your stores.
Thank you for your time and attention.
Sincerely,
[Your Name]
Complaint about Website Navigation
Dear Web Development Team,
I am writing to report my inability to navigate through your website successfully. While browsing through your website, I found that there were error pages, broken links, and images that failed to load. The extensive navigation troubles caused me to abandon my shopping process.
As a customer, I believe the website should be easy to navigate, and the pages should work correctly. I would request you to take prompt actions to improve the user experience of your website.
Thank you for your attention to this matter.
Yours Truly,
[Your Name]
Complaint about Product Availability
Dear [Manager’s Name],
I am writing to express my frustration regarding the lack of product availability at your store. I visited your store [if in a specific location, mention it], hoping to buy a particular product. However, I was disappointed to find that the product was out of stock.
I am a loyal customer of your store, and it is disappointing to see that the product is unavailable consistently. I would appreciate it if you could take the necessary steps to ensure that the product is in stock so that I can purchase it on my next visit.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Complaint about Billing Error
Dear Finance Team,
I am writing to bring to your attention the billing error in my recent purchase from your store [or online]. Upon receiving the receipt for the purchase, I noticed that I have been charged for two items instead of one. I have attached the relevant details of my purchase along with this email.
I expect a prompt action from your team to correct this error and refund the excess amount that I have been charged. I hope this matter can be resolved quickly.
Thank you for your cooperation.
Regards,
[Your Name]
Tips for writing an effective complaint email
Writing a complaint email can be a daunting task, but it’s important to express your dissatisfaction in a clear and professional way. Here are some tips to help you write an effective complaint email:
- Be specific: When writing your email, be specific about what you are unhappy about. This will help the recipient understand the issue and how to address it. Provide details such as names, dates, and times to make your complaint more credible.
- Stick to the facts: Avoid exaggerating or making false claims in your email. Stick to the facts to avoid any misunderstandings or disputes.
- Use a professional tone: It’s important to maintain a professional tone, even if you’re frustrated or angry. Avoid using inflammatory language and profanity. Keep your email concise and to the point.
- Suggest solutions: Provide suggestions for how the issue can be resolved. This will show that you are willing to work towards a solution and not just complaining for the sake of it.
- Ask for a response: Always end your email by asking for a response. This will help ensure that your complaint is not ignored and that the issue is addressed.
Remember, the goal of a complaint email is to address an issue and find a resolution. By following these tips, you can write an effective complaint email that helps you achieve your desired outcome.
FAQs related to complaint email sample
What should I include in the subject line of a complaint email?
Your subject line should clearly state the reason for your complaint in brief so that the recipient understands the purpose of your email.
How should I start my complaint email?
You should start your email with a polite but firm tone and convey the issue you are facing in a clear and concise manner. It is important to provide relevant details and facts to help the recipient understand the problem.
What should I focus on in my complaint email?
Your complaint email should focus on the specific issue you are facing and what you expect from the recipient to resolve the problem. It should be written in a formal tone and avoid any emotional language.
Should I include attachments in my complaint email?
If you have any relevant documents or supporting evidence, it is recommended to attach them to the email. However, make sure that the attachments are not too large and are in a format that can be easily opened by the recipient.
What is the appropriate tone to use in a complaint email?
The tone of your complaint email should be polite but firm. Avoid using accusing language or being confrontational as it may cause the recipient to become defensive.
How many times should I follow up on my complaint email?
You can follow up on your complaint email once or twice after sending it. However, make sure you allow enough time for the recipient to respond before sending a follow-up email.
Can I send the same complaint email to multiple recipients?
It is generally not recommended to send the same complaint email to multiple recipients as it may create confusion and lead to a delay in resolving the issue. It is better to send individual complaint emails to each recipient.
What should I do if I do not receive a response to my complaint email?
If you do not receive a response to your complaint email within a reasonable timeframe, you can send a follow-up email or try reaching out to the recipient by phone or in person.
Should I use any specific email format for a complaint email?
There is no specific format for a complaint email, but it should be clear and concise. You can use a formal tone, proper grammar, and avoid any unnecessary details.
What should I avoid when writing a complaint email?
You should avoid using abusive language, making personal attacks, or using a confrontational approach. It is important to remain calm, polite, and professional while conveying your complaint.
Wrapping up,
Thanks for taking the time to read through this complaint email sample. We hope this article has helped you gain a better understanding of what to include when drafting your own complaint email. Don’t hesitate to check back in for more useful tips and tricks, and as always, we welcome your feedback and suggestions. Have a great day, and we look forward to seeing you again soon!