Below is a collection of fixed phrases for writing a formal complaint letter. These phrases will help you maintain a polite, professional tone throughout your letter:
1. Opening the Letter
Dear Sir/Madam,
To Whom It May Concern,
I hope this letter finds you well.
I am writing to formally complain about...
I am writing to express my dissatisfaction with...
I would like to bring to your attention...
I am writing in regard to...
I wish to lodge a formal complaint regarding...
2. Describing the Issue/Problem
I am writing to inform you of an issue I encountered with...
I am disappointed to report that...
I recently experienced an issue with...
I am dissatisfied with the service/product because...
The problem began when...
Unfortunately, I was not satisfied with the quality of...
Despite my expectations, I found that...
On [date], I encountered an issue regarding...
The situation I am referring to involves...
3. Providing Further Details
The problem occurred on [date] when...
I was shocked to discover that...
The service I received was far from satisfactory because...
Despite repeated efforts to resolve this matter, I have not received...
I have already attempted to resolve this issue by [action taken], but to no avail.
I would like to draw your attention to the fact that...
I have attached copies of the relevant documents, such as...
4. Making a Request for Action
I would appreciate it if you could address this matter as soon as possible.
I kindly request that you [action needed], as this has caused significant inconvenience.
I would like a full refund/replacement for the defective product.
I am requesting that you take immediate action to resolve this issue.
I expect to receive a response to this complaint within [timeframe].
I would appreciate it if you could investigate this matter and provide a resolution.
I would be grateful for a prompt and thorough response.
I respectfully ask that you review the situation and provide a solution.
Could you please provide an explanation for the delay in...
I kindly ask that you look into this issue as soon as possible.
5. Closing the Letter
I trust this matter will be resolved promptly.
I look forward to receiving your response at your earliest convenience.
I hope to hear from you soon with a proposed solution.
I trust that you will take this complaint seriously and take the necessary actions.
Thank you for your prompt attention to this matter.
I am confident that you will resolve this issue efficiently.
I appreciate your assistance in resolving this matter.
6. Sign-Off
Yours faithfully, (if you don’t know the recipient's name)
Yours sincerely, (if you know the recipient’s name)
Best regards,
Kind regards,
Example of a Formal Complaint Letter Using Fixed Phrases
Dear Sir/Madam,
I am writing to formally complain about a recent purchase I made from your company. On [date], I bought a [product] from your website. When it arrived, I was disappointed to find that the product was damaged, despite the fact that it was advertised as being in perfect condition.
I immediately contacted your customer service team on [date], but unfortunately, I have not received any response. This lack of communication is unacceptable, and I feel that my concerns have been ignored.
I would appreciate it if you could arrange for a full refund or replacement of the product. I have attached a copy of the receipt for your reference.
I trust that you will take this complaint seriously and look into this matter immediately. I look forward to receiving your response within [timeframe] and hope that we can resolve this issue quickly.
Thank you for your attention to this matter.
Yours faithfully,
[Your Name]
1. Opening the Letter
Dear Sir/Madam,
To Whom It May Concern,
I hope this letter finds you well.
I am writing to formally complain about...
I am writing to express my dissatisfaction with...
I would like to bring to your attention...
I am writing in regard to...
I wish to lodge a formal complaint regarding...
2. Describing the Issue/Problem
I am writing to inform you of an issue I encountered with...
I am disappointed to report that...
I recently experienced an issue with...
I am dissatisfied with the service/product because...
The problem began when...
Unfortunately, I was not satisfied with the quality of...
Despite my expectations, I found that...
On [date], I encountered an issue regarding...
The situation I am referring to involves...
3. Providing Further Details
The problem occurred on [date] when...
I was shocked to discover that...
The service I received was far from satisfactory because...
Despite repeated efforts to resolve this matter, I have not received...
I have already attempted to resolve this issue by [action taken], but to no avail.
I would like to draw your attention to the fact that...
I have attached copies of the relevant documents, such as...
4. Making a Request for Action
I would appreciate it if you could address this matter as soon as possible.
I kindly request that you [action needed], as this has caused significant inconvenience.
I would like a full refund/replacement for the defective product.
I am requesting that you take immediate action to resolve this issue.
I expect to receive a response to this complaint within [timeframe].
I would appreciate it if you could investigate this matter and provide a resolution.
I would be grateful for a prompt and thorough response.
I respectfully ask that you review the situation and provide a solution.
Could you please provide an explanation for the delay in...
I kindly ask that you look into this issue as soon as possible.
5. Closing the Letter
I trust this matter will be resolved promptly.
I look forward to receiving your response at your earliest convenience.
I hope to hear from you soon with a proposed solution.
I trust that you will take this complaint seriously and take the necessary actions.
Thank you for your prompt attention to this matter.
I am confident that you will resolve this issue efficiently.
I appreciate your assistance in resolving this matter.
6. Sign-Off
Yours faithfully, (if you don’t know the recipient's name)
Yours sincerely, (if you know the recipient’s name)
Best regards,
Kind regards,
Example of a Formal Complaint Letter Using Fixed Phrases
Dear Sir/Madam,
I am writing to formally complain about a recent purchase I made from your company. On [date], I bought a [product] from your website. When it arrived, I was disappointed to find that the product was damaged, despite the fact that it was advertised as being in perfect condition.
I immediately contacted your customer service team on [date], but unfortunately, I have not received any response. This lack of communication is unacceptable, and I feel that my concerns have been ignored.
I would appreciate it if you could arrange for a full refund or replacement of the product. I have attached a copy of the receipt for your reference.
I trust that you will take this complaint seriously and look into this matter immediately. I look forward to receiving your response within [timeframe] and hope that we can resolve this issue quickly.
Thank you for your attention to this matter.
Yours faithfully,
[Your Name]