Complaint Letter Format, Samples and How to write a complaint letter


Complaint letter format


Complaint Letter  for Class 10 –  Learn How to Write a Complaint Letter? See Format, Topics and Samples,

Various Important Topics we discuss in this article



What is a Complaint Letter?

Complaint Letter – How many times has it happened that you bought a product and it turned out to be defective? How many times did you avail of public service and were left dissatisfied? Or, did you ever notice any problematic practice taking place at a public place? What do you do in such situations?

Most of the time, we do not take any action in such situations because of which the problem doesn’t get the attention it deserves, and hence, negligence increases.

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The most common way to address such problems and to make sure that your raised voice is heard is to write a letter to the concerned authorities. Sometimes, the associated organization may not be aware of the troublesome issues which makes it the crying need of time to report them.

A Complaint Letter is a type of letter written to address any type of wrong-doing, offense, grievance, resentment arising out of a product, service, etc. It is used to raise your concern about unfair things and seek a productive outcome. It is a fundamental right and duty of a citizen to seek justice arising out of any injustice, and the first step toward it is, filing a Complaint. It inspires other troubled consumers, influences the concerned authorities to take proper action, and makes the defaulters more liable, responsible, and responsive.
It can be of the following types-

  1. Personal Complaint letter- The type of complaint letter you write on your own individual level pertaining to your individual grievances is referred to as a personal complaint letter.
  2. Professional Complaint letter- It is the type of complaint letter that is written on behalf of the organization pertaining to issues that are affecting the organization as a whole.


Video Explanation of Complaint Letter


Different Complaint Letter Topics

  1. Incomplete or defective order
  2. Abnormal delay in sending the consignment
  3. The goods arrive in a damaged condition
  4. The goods are different from what was ordered
  5. Quantity of goods is not what was ordered
  6. Goods are delivered to the wrong address
  7. Work undertaken is done unsatisfactorily
  8. Misbehavior of staff or salesman
  9. A mistake in preparing the invoice
  10. Defective packing might lead to the damage of goods in transit
  11. Mistakes in a bill or reminders for payment after the bill has been paid, etc
  12. Others:
    1. Wrong-doing in public.
    2. Rash driving of the DTC drivers.
    3. Poor treatment of street dogs
    4. Any other

Related – Letter Writing, Formal Letter, Informal Letter, Format, Topics, Examples


Complaint Letter Class 10 | Complaint Letter Marking scheme

(Sender’s address, date, Receiver’s address, subject/heading, salutation, complimentary close)
1 mark
4 marks
1.5 marks
1.5 marks

NOTE– No marks are awarded if the only format is given.


Complaint Letter Format

SENDER’s ADDRESS- The sender’s address is usually put on the top left-hand corner of the page.
DATE- The sender’s address is followed by the date just below it, i.e. on the left side of the page. This is the date on which the letter is being written. It is to be written in expanded form.
RECEIVER’s ADDRESS- Whether to write “To” above the address depends on the writer’s preference. Make sure you write the title/name/position etc of the receiving official, as the first line of the address.
SALUTATIONS- This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”.
SUBJECT- Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance. It is important to underline the subject.
BODY- This is the main content of the letter. It is either divided into three paragraphs or two paragraphs if the letter is briefer. The tone of the content should be formal. Do not use any offensive language. Another point to be kept in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language. It should include-

  1. Short introduction paragraph- Provide details about the product or service that is the subject of the complaint. Include dates, location, and the specifications about the item or service.
  2. State the issue with item or service. Provide details as to the cause. This may include malfunction, billing issues, details that were not disclosed, etc.
  3. Indicate how you would like them to resolve your problem. Provide specifics about what you’re seeking.
  4. Indicate you are including copies of the transaction document.
  5. Indicate you look forward to their reply within a specific time period.

Indicate that they can contact you about the issue and provide your contact details

COMPLIMENTARY CLOSE– At the end of your letter, we write a complimentary closing. The words “Yours Faithfully” or “Yours Sincerely” are used.
SIGNATURE– Here finally you sign your name. And then write your name in block letters beneath the signature followed by your designation. This is how the recipient will know who is sending the letter.

Related – Notice Writing Format – How to write a Notice?


Complaint Letter Writing Tips

  1. Although the motive of the complaint letter is to vent out your grievance and frustration, it is imperative that you use a tone that is polite and simple. Try to be formal and avoid using offensive and disrespectful words.
  2. Make sure that you introduce yourself properly.
  3. The purpose of writing should be loud and clear.
  4. Do not deviate from the topic and write to-the-point.
  5. Make sure you adhere to the format as it carries marks.
  6. Underline the subject of the letter with a pencil. Also, underlining the main points is very important, but it is advisable that you do it after finishing your exam. Use a pencil and scale for underlining.
  7. Make sure you double-check for grammatical accuracy and spellings. They carry marks.
  8. Leave an adequate number of lines between paragraphs to make it look clean.
  9. The presentation is very important.
  10. Read a lot of letters to get an idea.

Related – Informal Letter, Format, Topics, Sample, Examples


Complaint Letter Examples | Complaint Letter Samples

Q1 : Write a letter to M/s. Oxford Publishing House, London complaining that the books sent by them were not those you had ordered for. Ask for a replacement. You are Varun Joshi, Sector-20, Chandigarh.

Examination Hall
Sector-20, Chandigarh
February 20, 2021
M/s. Oxford Publishing House
Consumer Complaint Division
Subject- Complaint regarding receipt of wrong set of books.

On February 1, 2021 I bought a book set (Order No. 000154) to be delivered to Chandigarh, Sector-20. To my dismay, I have not received the set I ordered for and have instead, received the wrong book set. I am highly disappointed.
To resolve the problem, I would appreciate it if you could replace the wrong book set with the one originally ordered. Please let me know as soon as possible what action you propose to take.I look forward to hearing from you within the next ten days. Enclosed are copies of the transaction document and the receipt. I look forward to your reply and a resolution to my problem and will wait until the aforementioned time before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at 098100XXXXX.
Varun Joshi
Enclosure(s)- Copy of receipt and transaction docs.


Q2 : You are Sanjeet of 122, Arjun Nagar, New Delhi. A number of scooters and cars are parked in your locality without any order, causing blockage of the streets. Write a letter to the local Secretary of the Resident’s Association complaining against this problem.

122, Arjun Nagar
New Delhi
February 20, 2021
Resident’s Association
New Delhi
Subject- Complaint regarding the issue of bad parking habits in the locality.
I would like to drive your attention to the bad parking habits of residents in our locality. It is resulting in a lot of chaos and no place for parking for those who come back late. Despite defining the area assigned to each vehicle, cars are parked amidst two parking spots. One vehicle occupies the space for 2-3 vehicles leading to mismanagement. Two-wheelers are placed nowhere near the allotted zone. This creates problems for other people as they have to then spend a lot of time finding parking spots in other localities. It induces frustration and tension for the safety of vehicles. Various notices and warnings have been given to the rule-violators, but to our dismay, no betterment can be seen. I request you to take strict action as this is leading to fights between the residents. Effective and speedy action is expected considering the depth of the situation.
Yours Sincerely
A concerned citizen

Q3 : Write a letter to the in-charge of the text-books section of NCERT, New Delhi complaining about the non-availability of textbooks even one month after the beginning of the new session. You are Rohit Rana reading in St. Xavier’s School, Delhi.

Examination Hall
St. Xavier’s School
March 1, 2021
North-west Supervisor
NCERT Office
Pitampura, Delhi
Subject- Complaint regarding non-availability of textbooks.
Respected Sir/Madam
This is to bring to your notice that even after a month of commencement of classes; the latest NCERT textbooks are not available at any bookstore. Students have to attend school without textbooks. Some are borrowing the older versions of their seniors with the out-dated syllabus. This is resulting in problems in learning and understanding. The lectures teachers are delivering are not having an effective impact on the students. Books play an important part in learning and Sir/Madam; I hope you understand the intensity of the situation. I request you to undertake quick action in making the books available as soon as possible. I hope my complaint does not fall on deaf ears.
Yours Sincerely
Rohit Rana

Q4. You are Rahul living at 7, Raven Organics, Orchard Road Mumbai. You purchased a washing machine last week from Tirupati Stores Nampally , Mumbai but it is not working properly. Write a complaint letter to the dealer to raise the issue regarding the same with necessary details.


Raven Organics 7

Orchard Road Mumbai-21


26th July 2022


The Marketing Manager 

Tirupati Stores, Nampally



Subject: Complaint about defective ‘VIP’ washing machine


Dear Sir 

I had purchased an automatic washing machine on 15 July 2022, model no. G 24 and the invoice no. is 1598.

Last week, the machine stopped working abruptly and has not been working since then despite all our efforts. The machine stops running after the rinsing process is completed, causing a lot of problems. Moreover, the machine since the last day or so has also started making loud noises, creating inconvenience for us.

Please send your technician to repair it and if needed get it replaced within the following week.

Hoping for an early response

Yours truly



Q5. You are Renu living at 57, Patel Nagar, Delhi .The unsanitary conditions in your colony are causing diseases for the residents . Write a complaint letter to the Municipal Commissioner to take necessary actions regarding the same.


57, Patel Nagar

New Delhi


7th August 2022


The Municipal Commissioner  

Patel Nagar 

New Delhi 


Subject: Unsanitary conditions in the colony

Dear Sir 

I have been a resident of Patel Nagar since the past nine years. I would like to bring to your notice the unsanitary conditions in our colony caused due to heaps of garbage not being regularly cleaned by the authorities. 

Along with the garbage, the drains have not been cleaned since the start of the year, causing our colony to become a breeding ground for flies and mosquitoes which has resulted in our residents catching dengue and malaria in the rainy season. 

The conditions have remained so for a long period of time with the authorities taking no action even after repeatedly complaining. You are requested to take an immediate remedial action to set the conditions in order 

Hoping for a response and action against the authorities.

Yours truly


Q6. As Ms. Poonam Batra write a letter of complaint to the Customer Care Manager of BeatO Diabetes Care, New Delhi, complaining against the damaged glucometer supplied to you. Ask for a replacement and make a complaint asking for no extra cost due to the inconvenience. 


22-F, Ashadeep Apartments 

Jwalapur, Haridwar 


16th May 2022


The Customer Care Manager   

BeatO Diabetes Care 

New Delhi 


Subject: Replacement for the damaged glucometer received 


Dear Sir 

I had ordered your BeatO Glucometer online and received the order yesterday afternoon with parcel number 49000147728 dated 12th May 2022.

I want to raise a complaint against the quality control and dispatch section of your company as the glucometer that I received is damaged when opened upon arrival. The glucometer is not working when connected to the smartphone and has a manufacturing defect. 

The device cannot be used and therefore, I am returning it to you through a parcel. I would like to request you to replace this free of cost.

Looking forward to a prompt reply from you 

Sincerely Yours

Poonam Batra 

Encl: BeatO Glucometer complete with chips, case, literature. 


Q7. You are Arihant/Aparajita, the Sports Secretary of Sunshine International School, New Delhi. You have received the parcel of sports articles ordered by you, some of which are defective and old. Write a letter of complaint to Messer New Sports, Meerut, the supplier of the sports articles.


Sunshine International School

Civil Lines

New Delhi


30th January 2022


The Manager 

Messer New Sports 



Subject: Complaint about supply of defective and old sports articles 


Dear Sir 

I am writing to you in the capacity of the sports secretary of Sunshine International School, New Delhi. I had visited your store a month back and after checking the goods, I had placed an order regarding specific articles.

I would like to draw your attention towards the parcel of the sports articles delivered. Though the delivery was very prompt, some of the articles are defective and old. 

I request you to kindly replace the faulty goods with proper quality goods as discussed a month prior. Please let us know when you would be getting the goods replaced, failing which we would have to take strict action.

Looking forward to a prompt reply from you 

Yours sincerely 


Sports Secretary 


Q8. You are Kusum, a resident of 459, Rajouri Garden, New Delhi. Write a letter to the editor of a national daily, drawing the attention of the concerned authorities to the deteriorating law and order in the city.


459, Rajouri Garden

New Delhi


23rd September 2022


The Editor 

The Times Of India 

New Delhi


Subject: Concerning law and order situation in the city 


Dear Sir 

I have been a resident of Rajouri Garden since the past ten years. I would like to bring to your notice the deteriorating law and order conditions in the city.Several reports of theft, murder,rape and other crimes have incresed profoundly since the past year in the city.

A month ago there was an incident reported by the media itself about the rape of a minor girl and these re[ports have been on an increase since then. Another case of theft happening with an old lady while on a walk, with the perpetrators being teenage children. 

The conditions have remained so for a long period of time with the authorities taking no action even after repeatedly complaining. It is high time that the authorities use and apply the laws more effectively, so as the citizens can live without fear.

Hoping for a response and action against the accused.

Yours truly



Q9. Write a letter to M/S Shining Star 79, Durga Nagar, Jammu, complaining about the delay in the delivery of the books you have ordered. 


Hno. 958

Sector 21A, Faridabad 



15th April 2022


M/S Shining Star

79, Durga Nagar



Subject: Complaint about delay in the delivery of books

Dear Sir 

This letter is to express my concern regarding the delay in the delivery of books ordered through your website two weeks ago on 1st April 2022 against Bill No. M/5042. The list of books were as follows:-

  1. The Kite Runner- 20 Pcs
  2. Pride and Prejudice- 25 Pcs
  3. The Alchemist- 15 Pcs
  4. Diary of Anne Frank- 30 Pcs

The above books were supposed to be donated and the delay in the delivery caused this donation to be pushed back, saddening the kids to which the donation was supposed to go. I request you to kindly check the status of the delivery and hope that the next order that was placed a week ago is on time.

Looking forward to a prompt reply from you 

Yours sincerely 



Q10. You are Vijay living at 77, Richard Apartments,Gurugram. You purchased a television last week  from Verma Electronics, Gurugram, but it is not working properly. Write a complaint letter to the dealer to raise the issue regarding the same with necessary details.


77, Richard Apartments


19th June 2022


The Manager 

Verma Electronic



Subject: Complaint about defective television

Dear Sir 

I purchased a smart television on 9th June 2022, model no. Q 78 and the invoice no. is 3546.

The delivery for the television was done yesterday but upon the complete installation, it is not working. The delivery was very prompt, making me believe that the product is defective. It refuses to work even after installing it correctly and following all the instructions given in the manual provided. The television also seems to show a rainbow screen confirming the defect. 

Please send your technician to repair it and if needed get it replaced with a new and working device within the following week, at no extra cost since the payment has already been done. 

Hoping for an early response

Yours truly



Q11. As Ms. Geeta Sood write a letter of complaint to the Customer Care Manager of Fresh and Cool, New Delhi, complaining against the bad customer service given to you by the employee when installing the new refrigerator. 


68, Vijaynagar

New Delhi


3rd May 2022


Customer Care Manager  

Fresh and Cool

New Delhi


Subject: Complaint regarding poor customer service


Dear Sir 

I had purchased a refrigerator on 1st May 2022, model no. B.65  and the invoice no. is 6898.

The installation for the refrigerator took place yesterday and I was shocked by the poor customer service, given by the technician. 

Firstly, the technician scraped the refrigerator on a wall while installing it and failed to inform me about it. Then, upon asking about the functioning of some features, the technician was rude and did not answer the queries. The technician lastly left some parts unassembled due to which the refrigerator is now not working. 

Please send another technician to repair it and take appropriate action with regards to this behavior.

 Hoping for an update on the action taken and an early response. 

Yours truly

Geeta Sood 


Q12.You are Kushal living at 123, Gaur City, Bengaluru.The continuous leaking of drain pipes in your colony is causing diseases and health complications for the residents. Write a complaint letter to the Municipal Commissioner to take necessary actions regarding the same.


123, Gaur City


31st March 2022

The Municipal Commissioner  

Gaur City 



Dear Sir 

Subject: Leakage in drain pipes in the colony

I have been a resident of Gaur City for the past three years. I would like to bring to your notice the unsanitary conditions in our colony caused due to the continuous leakage in the drain pipes. 

The leakage in pipes has for the past month or so been a regular. This has caused an unpleasant smell to stay continuously in the colony and now has even led to it attracting mosquitoes and making our colony a breeding ground for them. These unsanitary conditions have caused several children in the society to fall ill and some even to be hospitalized.

The conditions have remained so for a long period of time with the authorities taking no action even after repeatedly complaining. You are requested to take an immediate remedial action to set the conditions in order 

Hoping for a response and action against the authorities.

Yours truly



Q13. You are Ajay , a student of Fly High International School, New Delhi. Write a letter to the principal of the school complaining to him about the poor quality of food served in the school canteen.


632, Sainik Colony

New Delhi


16th November 2022


The Principal 

Fly High International School

New Delhi 


Dear Sir 

Subject: Complaint against the poor quality of food in canteen 

My name is Ajay and I am a student of class 10th studying in our school. This letter is to inform you about the poor quality of food being served in the school canteen for the past three months.

After the change in the catering service three months ago, the quality of food served to students in the canteen has sharply dropped with students discovering molded cheese, expired juices and even cockroaches in their meals. 

This has caused a vast number of students to fall ill and have food poisoning, which has thereby caused them to miss the school and thus, fall behind in the syllabus. The authorities were informed about the same but no action was taken with the quality still remaining the same. 

With this letter I hope that an action against the catering service is taken. Hoping for an update about the same 

Yours truly


Learn More

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4. Report writing


QUESTION: Write a letter to M/s. H.M.T. Corporation Chandigarh, complaining that the wristwatch you recently bought from them does not function properly and ask for a replacement. You are Dipti/ Deepak Gupta, 450, Sector 20, Chandigarh.

450, Sector-20
March 1, 2021
M/s. H.M.T. Corporation
Customer Complaint Division
Subject- Complaint regarding the functioning of the watch and its replacement
On February 27, 2021, I bought a Titan Watch (Model No. 2356) worth Rs. 5500 from your store.
Unfortunately, your product has not performed well. The watch doesn’t work half the time despite several attempts at changing its battery. 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 you changing 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 a resolution to my problem and will wait until a week before seeking help from a consumer protection agency. Please contact me at the above address or by phone at 098100XXXXX.
Yours Sincerely
Dipti/Deepak Gupta
Enclosure(s): 1. Receipt
2. Guarantee card

QUESTION: Write a letter to the editor of a local daily complaining against the school-bus drivers for rash-driving and overcrowding of buses causing risk to the lives of innocent school children. You are Dipti/ Deepak, C-4C Janakpuri, New Delhi.

C-4C Janakpuri
New Delhi
February 19, 2021
The Editor
The Tribune
Mahatma Gandhi Marg
New Delhi
Subject- Regarding reckless driving of school-bus drivers
Through the columns of your esteemed newspaper, I wish to draw the attention of the concerned authorities towards the grave issue of rash driving being done by school bus drivers that pose a threat to the lives of innocent school children and trespassers. Driving in a zigzag manner on packed roads, crossing speed-limits, not following traffic lights has become very common. Despite such strict regulations regarding speed, none of these drivers seem to follow them. This shows that there is a lack of implementation. This is a menace to other road users as the bus drivers that drive at high speed might crush down whoever comes in their way. By addressing this issue, it is hoped that public awareness of the dangers of reckless driving can be raised. It is also time for the traffic authorities to take Stronger measures against reckless drivers, which include levying heavy fines and forfeiting their licenses if they are found guilty of breaching the traffic rules.
Yours Sincerely


Complaint Letter FAQs

1. What is the format of a complaint letter?
A1. The format of a complaint letter is given below:

Sender’s address
Receiver’s address


Complimentary closing

2. What type of letter is a letter of complaint?
A2. A complaint letter is a formal letter. It is a type of business letter.

3. What should I mention in a complaint letter for defective product?
A3. In a complaint letter for a defective product, we should mention what the defect is. For example – you ordered a water bottle but the bottle had a dent in it. We should also mention the solution that we want. For example- if we want to get our money back or if we want to get another piece of the same product. Another important thing is the bill number and date of purchase.

4. Give three ways to end the body of a complaint letter.
A4. Three ways to end the body of a complaint letter are as follows:
Asking for a refund and claim damages.
Asking for another piece of the same product.
Asking the company to improve their services.

5. Who can send a letter of complaint?
A5. Only a consumer or a customer can send a letter of complaint.

6. Is letter to the editor a complaint letter?
A6. Yes. A Letter to the editor can be a complaint letter where one can raise issues like lack of amenities or faulty services which affect a group of people and the newspaper is expected to raise the issue in public interest.

7. Should I mention the bill number of the purchase while writing a letter of complaint against defective product?
A7. Yes

8. What documents can be attached with a complaint letter?
A8. A copy of the bill can be attached with the complaint letter.

9. Can I send a complaint letter against bad service during my stay at a hotel?
A9. Yes

10. What is a complaint letter?
A10. A complaint letter is a letter written to a business firm in which we complain about their product or service due to dissatisfaction. A Consumer can write a complaint letter against faulty service or lack of amenities also. Even residents can write letter of complaint against civic authorities for lack in service.



Also See :

1. Letter to the editor

2. Letter to the Government

3. Letter to the police

4. Application for School/College leaving Certificate

5. Order letter

6. Complaint letter

7. Enquiry letter

8. Business letter

9. Application letter for job

10. Letter to the Bank manager

11. Invitation letter

12. Resignation letter

13. Leave application for school, College, Office Samples

14. Leave Application for marriage

15. Leave Application for maternity

16.Informal Letter

17.Letter to the Principal, Format, Samples


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