Your Guide to Writing a Complaint Letter Sample For Poor Customer Service

Your Name
Your Address
Your City, Postal Code
Your Email
Your Phone Number

Date

Customer Service Department
[Company Name]
[Company Address]
[Company City, Postal Code]

Subject: Complaint Regarding Rude Customer Service on [Date of Incident]

Dear [Manager Name or "Sir/Madam"],

I am writing to express my extreme dissatisfaction with the customer service I received at your [Store Location or Department] on [Date of Incident] at approximately [Time of Incident].

I visited your [Store Location or Department] to [briefly state your purpose, e.g., inquire about a product, make a return]. I approached a staff member, whose name I believe was [Employee Name, if known, otherwise describe them, e.g., "a tall man with glasses"], and asked for assistance. Instead of being helpful, the employee was dismissive and spoke to me in a very rude and condescending tone. They made me feel as though my questions were a burden and did not offer any solutions.

I understand that everyone can have a bad day, but the behavior of this employee was unacceptable and reflects poorly on your company's commitment to customer satisfaction. As a loyal customer, I expect to be treated with respect and professionalism.

I would appreciate it if you would investigate this matter and take appropriate action to ensure that all staff members are trained to provide courteous and helpful service. I would like to request [state what you want, e.g., an apology from the employee, a discount on my next purchase, a refund for the item I was trying to return].

Thank you for your time and attention to this important matter. I look forward to your prompt response.

Sincerely,
Your Name

Your Name
Your Address
Your City, Postal Code
Your Email
Your Phone Number

Date

Customer Service Manager
[Company Name]
[Company Address]
[Company City, Postal Code]

Subject: Complaint Regarding Excessive Wait Times on [Date of Incident]

Dear [Manager Name or "Sir/Madam"],

I am writing to complain about the unacceptable amount of time I spent waiting for service at your [Location, e.g., branch, call center] on [Date of Incident].

On [Date of Incident], I [explain what you were doing, e.g., visited your store at 2 PM to pick up an online order, called your customer service line at 10 AM to ask about my bill]. I was forced to wait for [mention the duration, e.g., over 45 minutes in line, nearly an hour on hold]. During this time, I observed that [mention what you saw, e.g., there were very few staff members serving customers, the phone line was consistently busy].

This prolonged wait caused significant disruption to my day and was incredibly frustrating. I understand that busy periods can occur, but the level of service provided on this occasion was far below what I expect from [Company Name]. It felt as though my time was not valued.

I would appreciate it if you would look into the staffing levels and operational efficiency at your [Location] to prevent such lengthy delays in the future. I would like to request [state what you want, e.g., assurance that this will be addressed, a partial refund for the inconvenience].

Thank you for your attention to this matter. I hope to see improvements in your service.

Sincerely,
Your Name

Your Name
Your Address
Your City, Postal Code
Your Email
Your Phone Number

Date

Customer Relations Department
[Company Name]
[Company Address]
[Company City, Postal Code]

Subject: Complaint Regarding Incorrect Information Provided on [Date] - Account/Order #[Your Account/Order Number]

Dear [Manager Name or "Sir/Madam"],

I am writing to express my concern about the incorrect information I received from one of your representatives on [Date of Incident] regarding [briefly state the topic, e.g., my account, a product feature, service availability].

On [Date of Incident], I spoke with [Employee Name, if known, or describe them] via [phone/in person] at approximately [Time of Incident]. I was given information about [explain what the incorrect information was, e.g., the terms of my contract, the eligibility for a promotion, the return policy]. Based on this information, I proceeded to [explain what you did, e.g., make a purchase, sign up for a service, rely on that policy].

However, I have since discovered that the information provided was inaccurate. This has led to [explain the negative consequences, e.g., unexpected charges, missed deadlines, my inability to use the product as intended]. I have attached copies of [mention any supporting documents, e.g., my bill, the product packaging, correspondence] to illustrate the discrepancy.

I am very disappointed by this oversight, as it has caused me considerable [mention the impact, e.g., financial loss, inconvenience, confusion]. I would appreciate it if you would review my case and rectify this situation. I request that [state what you want, e.g., the incorrect information be corrected, any erroneous charges be removed, I be compensated for the inconvenience].

Thank you for your prompt attention to this matter. I look forward to a resolution.

Sincerely,
Your Name

Your Name
Your Address
Your City, Postal Code
Your Email
Your Phone Number

Date

Customer Service Manager
[Company Name]
[Company Address]
[Company City, Postal Code]

Subject: Complaint Regarding Product Not as Advertised - Order #[Your Order Number] - [Product Name]

Dear [Manager Name or "Sir/Madam"],

I am writing to express my dissatisfaction with the [Product Name] that I purchased on [Date of Purchase] (Order Number: [Your Order Number]). The product I received does not match the description and specifications advertised on your website/in your store.

Specifically, the advertisement stated that the product would [mention advertised feature, e.g., be made of genuine leather, have a battery life of 10 hours, be compatible with XYZ software]. However, the product I received [explain how it differs, e.g., is made of synthetic material, only lasts for 4 hours on a full charge, does not work with XYZ software]. I have attached screenshots of the advertisement and photos of the product I received for your review.

I purchased this product based on the promises made in your advertising, and I am very disappointed that it has not met those expectations. This has caused me [explain the impact, e.g., to be unable to use the product for its intended purpose, financial loss].

I request that you address this issue immediately. I would like to request [state what you want, e.g., a full refund, an exchange for the correct product, compensation for the difference in value].

Thank you for your prompt attention to this matter. I look forward to your swift resolution.

Sincerely,
Your Name

Your Name
Your Address
Your City, Postal Code
Your Email
Your Phone Number

Date

Senior Management
[Company Name]
[Company Address]
[Company City, Postal Code]

Subject: Escalation of Unresolved Issue - Complaint Reference #[Previous Complaint Reference Number, if any] - Account #[Your Account Number]

Dear [Senior Manager Name or "Sir/Madam"],

I am writing to escalate an issue that has remained unresolved despite multiple attempts to address it with your customer service team. My original complaint pertains to [briefly state the original issue, e.g., a faulty product, an incorrect billing error, a service failure].

I first contacted your company regarding this matter on [Date of First Contact]. Since then, I have spoken with the following representatives and reference numbers (if applicable):

• [Date], Representative: [Name/ID], Reference #: [Number]
• [Date], Representative: [Name/ID], Reference #: [Number]
• [Date], Representative: [Name/ID], Reference #: [Number]

Despite these interactions, the problem has not been resolved. Each time, I have been promised [mention promises made, e.g., a resolution within X days, a callback from a supervisor, a refund processed]. However, none of these promises have been kept, and I am still experiencing the same issue.

This ongoing situation is not only frustrating but also unacceptable. I have been a customer of [Company Name] for [Number] years, and I expect a higher level of service and problem resolution. I have attached copies of all relevant correspondence and documentation for your review.

I request that this matter be given immediate attention by a senior member of your team. I expect a concrete plan for resolution within [Number] business days, including [state your desired outcome clearly, e.g., a full refund for the faulty product, a correction of my billing statement and compensation for the error, a replacement of the defective service].

Thank you for your urgent attention to this escalated complaint. I look forward to a prompt and satisfactory resolution.

Sincerely,
Your Name

Your Name
Your Address
Your City, Postal Code
Your Email
Your Phone Number

Date

Marketing Department / Customer Relations
[Company Name]
[Company Address]
[Company City, Postal Code]

Subject: Complaint Regarding Broken Promise / Misleading Advertisement - [Specific Product/Service]

Dear [Manager Name or "Sir/Madam"],

I am writing to express my significant disappointment and frustration regarding a broken promise and misleading advertisement associated with your [Specific Product/Service] that I purchased on [Date of Purchase].

Your advertisement, which appeared on [Platform where advertisement was seen, e.g., your website, in a magazine on [Date], a TV commercial on [Date]], clearly stated that [quote the specific promise or misleading claim, e.g., "all customers receive free installation," "this service guarantees a 20% increase in efficiency," "this product comes with a lifetime warranty"]. I made my purchase decision based on this explicit promise.

However, upon [explain what happened, e.g., attempting to arrange installation, experiencing the service, inquiring about a warranty claim], I was informed that [explain how the promise was broken or the advertisement was misleading, e.g., "installation is an additional charge," "the efficiency increase is not guaranteed," "the warranty is only for one year"]. This is a direct contradiction to what was advertised and communicated to potential customers like myself.

This experience has not only caused me inconvenience and disappointment but also a loss of trust in your company's marketing practices. I believe this constitutes a misleading advertisement and a failure to uphold your company's commitments.

I request that you honor the original advertisement and rectify this situation. I expect [state your desired outcome, e.g., that the free installation be provided as promised, a partial refund to reflect the actual service, confirmation of the lifetime warranty].

Thank you for your prompt attention to this serious matter. I look forward to your immediate response and a fair resolution.

Sincerely,
Your Name

Your Name
Your Address
Your City, Postal Code
Your Email
Your Phone Number

Date

Billing Department / Customer Service Manager
[Company Name]
[Company Address]
[Company City, Postal Code]

Subject: Complaint Regarding Billing Error on Statement Dated [Date of Statement] - Account #[Your Account Number]

Dear [Manager Name or "Sir/Madam"],

I am writing to dispute a billing error on my statement dated [Date of Statement] for my account number [Your Account Number]. I have also encountered significant difficulty in getting this error resolved through your standard customer service channels.

The error on my statement is [clearly describe the error, e.g., a charge for a service I did not use, an overcharge for a product, a duplicate charge for the same item]. The incorrect amount is [Amount of error], and the charge appears under [Specify where the charge is located on the statement].

I first contacted your customer service department on [Date of First Contact] to report this error. I was informed that [explain what you were told, e.g., it would be corrected, I would receive a callback]. However, subsequent attempts to resolve this issue on [Date of Second Contact] and [Date of Third Contact] have been unsuccessful. I have been given conflicting information, passed between departments, and have not received a satisfactory explanation or correction.

This billing error and the subsequent poor customer service have caused me considerable frustration and inconvenience. I expect my billing statements to be accurate and for errors to be corrected promptly and efficiently.

I request that you immediately investigate this billing error and correct my statement. Furthermore, I expect [state your desired outcome, e.g., a written confirmation of the correction, an apology for the inconvenience, a small credit to my account for the trouble caused].

Thank you for your urgent attention to this matter. I look forward to a swift resolution and confirmation of the corrected statement.

Sincerely,
Your Name