Sample letters of complaint

Writing a letter of complaint

When you have a problem with faulty goods or services it is a good idea to put the details of your complaint in writing. It confirms anything you have said to the trader; it is often the best way to refer the matter to a company's head office and in some cases it may be the only way to contact a mail order company.

Checklist for your letter

Make sure you write to the correct address.
Include copies (not originals) of any supporting documents such as receipts, other proof of purchase, invoices etc.
Quote any customer/order/reference numbers.
Be specific. Quote important facts and events.
Be clear about what you want the trader to do to resolve your complaint.
Set a deadline for a response from the trader and stick to it.
If you have any evidence to support your claim e.g. reports, send a copy with the letter.
Act quickly - delaying can affect what you might be entitled to.
Be persistent. If you don't get a reply, write again and if need be address it for the attention of someone in higher authority such as the general manager or managing director of the company.
Always keep copies of any letters and documentation you send.

Download a template of the letter you want to use in MS Word format

Rejecting goods - 19KB
When rejecting goods and asking for a refund.
Faulty goods - 20KB
When goods are faulty and you are requesting a repair
Unsatisfactory services - 20KB
When work done is found to be unsatisfactory.
Rejecting goods bought on credit - 20KB
To a finance company rejecting goods and asking for a refund.
Faulty goods bought on credit - 20KB
To a finance company to use when goods are faulty and you are requesting a repair.
Unsatisfactory services bought on credit - 20KB
To a finance company when work done is found to be unsatisfactory.
Final reminder - 20KB
Deadline letter for action before court proceedings.