How to Write a Complaint Letter
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ScribdTranslationsHow to Write a Complaint Letter
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ScribdTranslationsARTUR GONÇALVES SCHOOL
TORRES NOVAS
HOW TO WRITE A COMPLAINT LETTER
It is important that a complaint letter respects certain
essential rules:
The name and address of the sender (who writes the letter);
The name and address of the recipient (to whom it is addressed the
complaint
The location and the date;
A brief and clear presentation of the problem that led you to
write;
The deadline you propose for solving the problem;
What do you plan to do if this request is not met?
avoid the threats and insults
A request for response;
Reference to any documents that you attach to the letter
(invoices, receipts, contracts...)
Signature
Note:
It is also advisable to be careful with the presentation of the letter:
Write it on a typewriter or on a computer to make it easier to read;
It must be registered and sent with acknowledgment of receipt;
Keep a copy carefully (a photocopy of the already signed letter) and,
if you deliver it by hand, ask the recipient to sign it, with the mention
I received on ___/___/___.
If it is a company or another entity, it must also be
stamped.
(Name and complete address of the sender)
António Luís Guimarães
Rua das Berlengas,18
2675-000 ODIVELAS
Tel. 21 9310000 (in case you wish to make a phone contact)
(Name and complete address of the recipient)
MOBILEX, LDA.
Island of Pessegueiro Street, 12
2675-000ODIVELAS
(Location and date)
Odivelas, November 10, 2003
Registered letter with acknowledgment of receipt
(Brief description of the subject of the letter)
Subject: delay in sofa delivery.
Dear Sir(s),
(Background: brief description of the facts that led to the sending of the letter)
On the past October 16th, I went to your establishment, located at the address above.
indicated, with the intention of purchasing a sofa. After selecting the model that interested me,
I signed the order form and paid the required deposit, in the amount of 100 € (one hundred euros). On the day
21, the ordered sofa was delivered to me, but after a brief analysis, I realized that it had
a defect: one of the feet was cracked.
(Characterization of the current situation)
In light of such a fact, I rejected the sofa, requesting that another copy be delivered to me.
in good condition, as soon as possible. However, despite being told that there would be
the problem is that the delivery was supposed to be made, at the latest, by the end of the month, I am still waiting for it.
wait.
(Clear exposition of what is intended)
As is evident, the delay in resolving the problem has caused various disruptions.
to my family. Therefore, I come to demand that the sofa be delivered to me, without fail, within the
next 8 days. Otherwise, I intend to cancel the aforementioned order and request a refund of the
signal.
(Closure)
Without any other matter at the moment,
(Signature)
António Luís Gomes
Enumeration of attached document copies
Attachments: photocopies of the order note and the receipt of the deposit.
Adapted from 180 Models of Letters, ProTeste, 1999