How to write a Complaint Letter ?

[Your Address]
[City, State, ZIP Code]

[Date]

[Recipient's Designation]
[Company/Organization Name]
[Address]
[City, State, ZIP Code]

Subject: [Clearly state the purpose of the letter in a few words]

Dear [Recipient's Name/Designation],

[Opening Paragraph: Introduce yourself, mention your reason for writing the complaint, and provide context (e.g., a product or service issue, a problem in your area, etc.).]

[Body Paragraph(s): Provide detailed information about the issue. Include relevant facts such as dates, places, invoice/complaint numbers, product model, or other specifics. Explain how the problem has affected you or others and any previous attempts made to resolve it.]

[Closing Paragraph: State your expectation for resolution (e.g., repair, replacement, action, or compensation). Request prompt action and offer your contact information for follow-up.]

Thanking you,

Yours sincerely,
[Your Full Name]
[Contact Number]
[Email Address (if applicable)]

Subject: Non-functioning streetlights in the area

Dear Sir/Madam,

I am writing to bring to your attention a pressing issue affecting the residents of Rosewood Apartments and the surrounding neighborhood. For the past two months, the streetlights in our area have not been functioning, leaving the streets in complete darkness during nighttime.

The absence of proper lighting has created multiple concerns. Women and children feel unsafe walking even short distances in the evening. The dark streets have also become a hotspot for anti-social activities, and there have been several incidents of theft and chain snatching. Moreover, pedestrians and drivers face difficulty navigating through poorly lit roads, increasing the risk of accidents.

Despite multiple complaints lodged with your office earlier, no concrete action has been taken. I kindly urge you to look into this matter on an urgent basis. Please deploy a team to inspect the area and ensure that the faulty streetlights are repaired or replaced without further delay.

Your prompt action will greatly enhance the safety and security of our neighborhood. I hope to receive an update regarding this matter soon.

Yours sincerely,
Priya Kapoor

Dear Sir/Madam,

I recently purchased a mobile phone (Model: X10 Pro, Invoice Number: 3456) from your store on 10th October 2024. Unfortunately, the phone has been exhibiting issues since the second day of purchase.

The primary problem lies with the battery, which drains completely within two hours of normal usage, even after a full charge. Additionally, the device heats up significantly during charging, which is a matter of concern as it could lead to safety hazards. I followed all the recommended troubleshooting steps mentioned in the user manual, but the issue persists.

As the product is still under warranty, I request you to arrange for a replacement or a repair of the defective handset at the earliest. I have attached a copy of the purchase invoice for your reference. Kindly let me know the procedure to get the issue resolved.

I look forward to your prompt response in this matter.

Yours sincerely,
Arjun Singh

Subject: Insufficient drinking water facilities in the school

Dear Sir/Madam,

I am Meera Jain, a student of Class 9, writing to express my concern over the inadequate drinking water facilities in our school. This issue has been persistent for the past several months, causing great inconvenience to students and staff alike.

Currently, only two water dispensers are operational for the entire school, which is insufficient to cater to the needs of such a large number of students. During peak hours, long queues form near the dispensers, and many students often miss their break time waiting for their turn. Moreover, the water flow from these dispensers is erratic, and sometimes the dispensers run out of water altogether.

This lack of access to clean drinking water is affecting the health and well-being of the students. I humbly request you to take immediate action to install additional water dispensers and ensure their regular maintenance. A prompt resolution of this issue will significantly improve the daily experience of all students and staff.

Yours sincerely,
Meera Jain

Subject: Irregular water supply in Sunrise Colony

Dear Sir/Madam,

I am writing to draw your attention to the irregular water supply in Sunrise Colony, which has been a recurring issue for the past month. The water supply is often cut off during peak morning and evening hours, causing significant inconvenience to residents.

This disruption has made it difficult for families to manage their daily routines, such as cooking, cleaning, and bathing. The situation has become even more problematic for elderly residents and children, who are more vulnerable to water shortages. Additionally, the water pressure, when available, is extremely low, rendering the supply almost useless.

Despite repeated complaints to the local authorities, no action has been taken to resolve this matter. I urge you to investigate the cause of this irregularity and take necessary steps to restore a consistent and adequate water supply to our area.

Your prompt attention to this issue will be highly appreciated.

Yours sincerely,
Rohan Khanna

Subject: Frequent power cuts in Maple Grove area

Dear Sir/Madam,

I am writing to bring to your notice the persistent issue of frequent power cuts in the Maple Grove area. Over the past two months, we have been experiencing power outages multiple times a day, some lasting for several hours.

These power cuts have caused immense inconvenience to residents. Children preparing for exams are unable to study properly, and people working from home face disruptions in their professional commitments. Additionally, the power outages have led to damage to electrical appliances due to sudden voltage fluctuations.

I request you to investigate the reason behind these outages and take immediate measures to resolve the problem. Regular updates on the maintenance schedule would also help the residents prepare better for any planned disruptions.

Looking forward to your prompt response.

Yours sincerely,
Sneha Reddy

Subject: Excessive noise pollution from construction work

Dear Sir/Madam,

I am writing to bring to your attention the excessive noise pollution caused by ongoing construction work near Greenfield Apartments. While we understand the importance of infrastructure development, the unregulated hours and intensity of noise have made it extremely difficult for residents to carry out their daily activities.

The construction activities often start as early as 6 AM and continue until late at night, violating permissible noise levels. The use of heavy machinery, loud drilling, and hammering have made the environment intolerable. Elderly residents, infants, and those working or studying from home are particularly affected by this constant disturbance.

I urge you to take immediate action to ensure that construction activities are regulated and confined to permissible hours. Strict monitoring and enforcement of noise pollution norms will greatly help alleviate this problem.

Your prompt action will be greatly appreciated.

Yours sincerely,
Ravi Malhotra

Subject: Poor condition of roads in Sunrise Enclave

Dear Sir/Madam,

I am writing to highlight the deplorable condition of the roads in Sunrise Enclave, which has been a persistent issue for over a year. The roads are riddled with potholes, making them hazardous for vehicles and pedestrians alike.

During the recent monsoons, the situation worsened as waterlogged potholes led to multiple accidents. Two-wheeler riders are especially at risk, and several residents have reported injuries caused by skidding. The uneven surface of the roads also damages vehicles, forcing residents to incur frequent repair expenses.

I request you to prioritize the repair and maintenance of the roads in our locality. A well-maintained road infrastructure will not only ensure the safety of commuters but also improve the overall living conditions of the residents.

Thank you for your attention to this matter.

Yours sincerely,
Anjali Sharma

Subject: Irregular garbage collection in Blossom Heights

Dear Sir/Madam,

I am writing to bring to your notice the irregular garbage collection in our area, which has resulted in unhygienic conditions and a potential health hazard for the residents of Blossom Heights.

Garbage is often left uncollected for days, leading to overflowing bins and heaps of waste accumulating on the streets. The stench from the garbage is unbearable and has started attracting stray animals and pests, further worsening the situation. During the recent festival season, the problem escalated, with no action taken despite repeated complaints.

This situation demands urgent attention. I request you to ensure a regular and timely garbage collection schedule for our locality and to deploy adequate resources to manage the waste effectively.

I look forward to your immediate response and action on this pressing issue.

Yours sincerely,
Akash Verma

Subject: Delay in delivery of an important parcel

Dear Sir/Madam,

I am writing to express my disappointment regarding the delayed delivery of a parcel (Tracking ID: SPX123456) that I entrusted to your service on 1st October 2024. The parcel, containing important documents, was promised to be delivered within 48 hours, but it has not reached its destination even after five days.

This delay has caused significant inconvenience as the documents were meant for a time-sensitive application. Despite multiple calls to your customer service, I have received no satisfactory update on the status of my parcel.

I request you to investigate this matter urgently and ensure the immediate delivery of the parcel. Additionally, I would appreciate an explanation for the delay and measures taken to prevent such occurrences in the future.

Thank you for your attention to this matter.

Yours sincerely,
Sneha Agarwal

Subject: Faulty installation of air conditioner

Dear Sir/Madam,

I am writing to express my dissatisfaction with the installation of an air conditioner (Model: CC2024, Invoice Number: 10234) purchased from your store on 10th September 2024. The installation was completed on 11th September, but the unit has not been functioning properly since then.

The AC fails to cool the room effectively, and it emits a loud noise during operation. Additionally, the technician installed the outdoor unit improperly, causing water leakage onto the balcony below. Despite paying a service fee for professional installation, the quality of the work has been highly unsatisfactory.

I request you to send a qualified technician to inspect and rectify the issues immediately. If the problems persist, I would like the unit replaced at no additional cost, as it is still under warranty.

Thank you for addressing this matter promptly.

Yours sincerely,
Abhishek Jain