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how to write a complaint letter? what is its format?

Here is a sample formal letter for your reference:

The Manager
Explore Delhi Inn
Park Street,
New Delhi-20.

9th November'11

Respected Sir

Subject: Complaints regarding cleanliness of the room

It is very unfortunate on my part to write this letter and very unfortunate on your part to receive this letter. I came to Delhi to explore the city and have a fantastic stay at your inn. However, I am sorry to say that my holiday is getting ruined because of the bad room service I am receiving at your hotel. The entire day I spend outside and when I come back my room is left unclean, linen unchanged, bathroom towels left as it is. I do not understand the reason for this even after my repeated reminders at the reception. Hope the needful is taken care of at the earliest as I would be leaving within the next 3 days.

Thanking you in anticipation,

Yours truly
Amrita Hazra.
(Room no.-1202, Executive Suite)

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Sender’s Name,

Address

E.g. David Taylor,

Wisconsin

Date

16 December 2001 (or) December 16 2001

Receiver’s Name (with salutation Mr/Ms/Mrs/Dr/sergeant)

Designation,

Address

E.g. Sergeant James Martin,

Sergeant,

Wisconsin

Dear (Salutation and Last Name)

Dear Mr. Martin,

The first paragraph should have a brief introduction of the sender of the letter. Be concise and to the point. The complete address of the sender needs to be given for reference and further confirmations.

The second paragraph should be the reason of complaint and the issue in question. Mention all the details that might seem relevant in the case and enclose any evidences that indicate the complaint’s credibility. But be careful in giving right details to avoid embarrassment in the future.

End the letter with thanks.

Sincerely,

Sender’s Name

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General Complaint Letter Template

Your address 1]
[Your address 2]
[Your address 3]
[Postcode]
[Other contact details you may wish to give, phone, e-mail, etc.]

[Date]

[Name of contact person, if available]
[Title, if available]
[Customer Services Manager, if you don 't have a contact name]
[Company Name]
[Company address 1]
[Company address 2]
[Company address 3]
[Postcode]

Re: [Account number, product, service etc]

Dear [Name of Authorized Person or Customer Care Manager],

On [date], I [bought, rented, had serviced etc] a [name of product with model number, service performed etc] at [location and other details of the transaction].

I am disappointed because your [product, service, billing etc.] has [not performed as it should, was wrong etc] because [state the problem as you understand it, giving as much detail as possible].

To resolve the problem I would appreciate your [state the action you require, e.g. refund, service performed again etc]. Enclosed is a copy/are copies of the [receipt, contract etc].

I look forward to hearing from you and to a resolution of this problem. I will wait for [set a time limit] before seeking help from [Trading Standards, consumer group, solicitor etc. (details of relevant authorities can be found through our complaints procedures section)]. Please contact me at the above address or by phone [give numbers].

Yours sincerely

[Sign]

[Print Your Name

I hope you got the answer if you are sataisfied please thumbs up!!!!!

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