Complaint letters are written to the concerned authorities when you are not

satisfied with some service, or you have a problem that needs to be addressed
These are written to sellers or vendors/organisations for
selling/delivering defective items, incomplete orders, and non-payment
respectively. it can also be written to concerned authorities, regarding
a social issue .

The letter must have:

● Details about the product/services/social problem. In case

of products and services, include details, such as bill
number, model number, date of purchase, etc.
● Mention what is causing the problem and how it is affecting
you. In case, you are complaining about a social problem,
write about how it is causing the general public to suffer.
● For products/services, request for replace, return or refund.
Request for a quick action to be taken to prevent a social
problem.
● Make sure you include:

the reason for writing (e.g. I am writing to ...)

what went wrong
what you would like to happen now.

Keep the following in mind:

Include information on time, date, location, service records, any previous

communication, invoice, etc., to support your complaint.

Always enclose copies of the above mentioned documents along with your letter. Never
place the documents of proof in the original with the letter.
The tone must be polite but firm.

Express yourself clearly.

Give details of the cause of the complaint.

Make a request for corrective action to be taken.

ILLUSTRATION 1

F-25 Sector Gamma

Noida- 234 732

15th September, 20XX

The Chief Medical Officer

Hinduja Government Hospital
Noida – 234 732

Subject: Poor sanitation conditions in the Hospital.

Dear Sir

I am writing to complain about the poor sanitation conditions in Hinduja hospital. I had
accompanied my grandfather to the hospital yesterday i.e., 14th September, 20 and was
appalled by the dirt and filth all around. I saw that the drains were overflowing, garbage
bins were overflowing, washrooms were stinking and corridors were unswept.
Dirt anywhere is a source of concern, but more so in a hospital. Patients who come here
need a healthy environment as the first step towards recovery. The hospital is so dirty
that even healthy people are at the risk of falling ill.

I request you to exercise your authority and ensure that the hospital and its surrounding
area is cleaned. This is the least that can be expected by people approaching the
hospital for the treatment.
Yours faithfully
Nupur Malik

ILLUSTRATION 2
You are Rohan/ Rohini of Sakinaka, Chandigarh. You bought an
expensive wrist watch last week. Now you realise that it is not
functioning properly. Write a letter to the Manager, Titan Watch works,
Chandigarh, complaining about it and requesting him to repair it or
replace it immediately.

450 sector 20
Chandigarh

March 1,2021

The Manager
Titan watch works
Chandigarh

Subject.. Complaint regarding the malfunctioning of wristwatch

Sir/Madam

On February 27, 2021, I bought a Titan watch ( model number 2356)

from your store. Unfortunately,. The watch does not work half the time
despite several attempts at changing its battery and winding it
repeatedly. I am highly disappointed because such an act of neglect is
not expected from such a renowned store.
To resolve the problem, I would appreciate it if you replace the watch
with a new fully functioning model. I have the receipt intact. Enclosed
are the copies of the receipt along with the guarantee card.
I look forward to your reply and the resolution to my problem and will
wait until a week before seeking help from the higher authorities.
Thank you in advance.

Yours sincerely
Rohan