How to Write a Letter of Complaint or Dissatisfaction With a Service Performed

Written by michael faye
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How to Write a Letter of Complaint or Dissatisfaction With a Service Performed
Complaint letters are an effective form of feedback. (Goodshoot/Goodshoot/Getty Images)

Complaint letters are an effective and sometimes necessary means of letting a company know that the service it provided to you is unacceptable. Oftentimes, companies welcome feedback from their customers -- even if it's not flattering -- as it is the best tool they have to solve a problem within their organisation and ensure new systems are put in place to avoid providing the same unsatisfactory service in the future.

Skill level:
Moderately Easy

Things you need

  • Contact information for the consumer complaints department
  • Account Number (if applicable)
  • Names of employees involved (if applicable)

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  1. 1

    Address your complaint letter to the appropriate department or supervisor.

  2. 2

    Write "Re:" beneath the address. This is short for "regarding" which will allow you to briefly and specifically address the purpose of your complaint letter, such as "Re: Poor dining experience."

  3. 3

    Recount the time and date the interaction that you're complaining about took place. Include everything applicable such as the location, the employee serving you, and the service or product you expected to get from this transaction.

  4. 4

    Explain what went wrong and why you're disappointed, whether it was with the sales representative during the transaction, the service itself, or the product once you purchased it and began using it.

  5. 5

    State what you desire in terms of compensation for the disappointing service, mistake the company made, or poor product performance. For example, if you want a refund for the money you spent, this is the paragraph to state that.

  6. 6

    Write a final paragraph stating that you look forward to hearing back from the person to whom you're writing this letter. Include your own contact information as well as the best times to get in touch with you.

  7. 7

    Make a copy of your complaint letter for your own reference before mailing it.

Tips and warnings

  • Keep your letter as brief and to the point as possible while still covering the essential details. It should be no more than one page. Remain cordial but direct in the tone of your writing and never insult the person to whom you're writing.

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