How to Start a Complaint Letter in English: Format, Tone & Best Opening Lines
A complaint letter is a formal way to express dissatisfaction when something goes wrong at school, in exams, or with everyday services. Knowing how to write a complaint letter in English helps you share problems calmly and get the right resolution. This skill is useful for students, exams, and daily life communication.
Complaint Letter Format: Structure and Key Parts
Following the standard complaint letter format makes your message clear and professional. Each part has a purpose and helps the reader understand your issue.
| Section | Details |
|---|---|
| Sender’s Address | Your complete home address, written at the top left. |
| Date | Date the letter is written, just below the address. |
| Receiver’s Address | Address of the person or organization handling complaints. |
| Subject | One line stating the reason for your complaint. |
| Salutation | Formal greeting, such as "Sir/Madam" or "To Whom It May Concern." |
| Body | Paragraphs describing the problem, impact, and your request. |
| Complimentary Closing | Polite ending, like "Yours faithfully" or "Sincerely." |
| Signature and Name | Your signature and full name written in block letters. |
How to Start a Complaint Letter Effectively
Starting your complaint letter well is important for a good first impression. Use clear and polite opening lines. Briefly state your purpose before explaining details.
- “I am writing to formally bring to your notice…”
- “I wish to express my concern about…”
- “Through this letter, I would like to address…”
- “This is regarding the issue of…”
Complaint Letter Examples for Students and Daily Use
Use these complaint letter examples for writing practice, exams, or real scenarios. Each sample uses correct structure and tone.
Sample 1: Complaint Letter for Poor Service
45, Jubilee Lane
Mumbai – 400056
12th June, 2025
The Manager
SuperTech Electronics
Mumbai – 400056
Subject: Complaint regarding faulty washing machine
Sir,
I am writing to report a faulty washing machine purchased from your store on 1st June 2025. The appliance has not functioned correctly despite proper use. I kindly request a prompt replacement or repair. Attached are copies of the bill and warranty card.
Yours faithfully,
Ankit Sharma
Sample 2: Complaint Letter for School Exam
23B, Green Road
Delhi – 110011
10th May, 2025
The Principal
Riverdale High School
Delhi – 110012
Subject: Complaint regarding incorrect marks in English exam
Sir/Madam,
I am a student of Class 10. I have noticed an error in my English marks announced on 8th May 2025. My answer sheet shows several uncounted answers. Please review my paper and update my result accordingly.
Thank you for your assistance.
Yours sincerely,
Priya Verma
Tips for Writing an Effective Complaint Letter
- Be clear and direct about the issue.
- Keep your language polite and respectful.
- State dates, places, and any reference numbers.
- Attach supporting evidence (receipts, photos).
- Mention your expected solution or request clearly.
Common Mistakes To Avoid When Writing Complaint Letters
- Avoid emotional or aggressive language.
- Do not skip details like dates, product names, or your contact information.
- Avoid rambling—keep your points brief and focused.
- Don’t forget to proofread for grammar and spelling errors.
- Never leave out a subject line or your signature.
Practice Task: Try Writing Your Own Complaint Letter
Write a complaint letter about a recent issue (late delivery, poor marks, or faulty product). Use the format above. Check if you included all sections and kept your tone respectful.
Summary: How to Write Complaint Letter in English
Writing a complaint letter in English is a key skill for school, exams, and real life. By using the correct format and calm, clear language, you can express concerns effectively. Practice with Vedantu’s examples and tips to improve your formal writing skills and communicate problems confidently.
FAQs on How to Write a Complaint Letter (Format, Tips & Samples)
1. What is a complaint letter in English?
A complaint letter is a formal written communication expressing dissatisfaction or seeking resolution for a problem related to a product, service, or behavior. It aims to formally address an issue and obtain a satisfactory response from the recipient.
2. What is the format of a complaint letter?
A standard complaint letter format includes: Your Address and Contact Details, the Date, the Recipient's Address, a clear Subject Line stating the issue, a polite Salutation (e.g., 'Dear [Recipient Name]'), the Body detailing the complaint with specific facts, a statement of the Desired Resolution, a polite Closing (e.g., 'Sincerely'), and your Signature.
3. How do you start a complaint letter?
Begin with a polite and formal salutation, clearly stating your purpose. For example: 'Dear [Recipient Name], I am writing to formally complain about…' or 'To Whom It May Concern, This letter addresses…'
4. What tone should I use in a complaint letter?
Maintain a polite yet firm tone. Be assertive but avoid aggressive or rude language. Focus on stating facts objectively and professionally. A respectful and confident tone is most effective.
5. Should I include evidence in my complaint letter?
Yes, whenever possible. Include supporting evidence such as order numbers, receipts, photos, or emails to strengthen your complaint and aid in a quicker resolution. Reference any attached documents in the body of your letter.
6. What's the difference between a complaint letter and an application letter?
A complaint letter highlights a problem and seeks its resolution. An application letter requests something (e.g., a job, service, permission). Complaint letters address existing issues; application letters anticipate future actions.
7. Can complaint letters be sent via email?
Yes, email is acceptable, especially for business complaints. Maintain the same formal structure and tone as a paper letter. Use a professional subject line and ensure your email address is professional.
8. What should I do if I receive no response to my complaint letter?
Send a polite follow-up letter or email after a reasonable time (e.g., 2 weeks). If still no response, consider escalating the complaint to a higher authority within the organization or seeking external help if necessary.
9. Are there specific words to avoid in a complaint letter?
Avoid slang, informal language, and accusatory or overly emotional words. Focus on using objective, factual language to present your case professionally. Avoid subjective terms and concentrate on verifiable details.
10. How do I write a complaint letter about poor service?
Clearly describe the poor service received, including specific dates, times, and details of the interaction. Specify how the poor service impacted you and what resolution you expect (e.g., refund, apology, improved service). Attach evidence if available.
11. How do I write a complaint letter about a faulty product?
Detail the product's defect, providing specifics (e.g., model number, date of purchase). Explain when and how the defect was discovered. State what resolution you seek (e.g., repair, replacement, refund). Include purchase information and any relevant photos/videos.
12. What are some good closing lines for a complaint letter?
Appropriate closings include: 'Sincerely,' 'Respectfully,' 'Yours faithfully,' or 'Yours sincerely.' Follow your chosen closing with your typed name and your handwritten signature if submitting a physical letter.
