How to write a mail for complaint

Here is a general outline and sample template for writing a complaint email:

Subject Line: Complaint: [Briefly mention the issue]

Introduction:

• Start by introducing yourself and stating the purpose of the email.
• Be clear and concise about the issue you are complaining about.

Description of the Issue:

• Provide a detailed description of the issue, including:
  • What happened
  • When it happened
  • Where it happened (if applicable)
  • Any relevant details or evidence (e.g. photos, receipts, etc.)
• Be objective and avoid using emotional language.

Expected Resolution:

• Clearly state what you expect to happen as a result of your complaint.
• Be specific about what you want to happen, e.g. a refund, replacement, apology, etc.

Conclusion:

• Summarize the issue and your expected resolution.
• Reiterate your request for a response or resolution.

Contact Information:

• Include your contact information, such as your name, email address, and phone number, so that the recipient can easily get in touch with you.

Sample Template:

Subject: Complaint: Defective Product

Dear [Company Name] Customer Service Team,

I am writing to complain about a defective product I received from your company. On [date], I purchased a [product name] from your store located at [store location]. The product was defective and did not function as expected.

The issue with the product is that [briefly describe the problem]. I have tried to use the product as instructed, but it has not worked properly. I have attached a photo of the product to this email for your reference.

I expect a replacement product that functions correctly. I would also appreciate a refund for the defective product. I have been a loyal customer of your company and expect a higher level of quality from your products.

I would appreciate a response to this email within the next 7 days. If I do not hear back from you, I will be forced to take my business elsewhere.

Thank you for your attention to this matter.

Sincerely,

[Your Name]

[Your Email Address] [Your Phone Number]

Tips:

• Be clear and concise in your email.
• Use a polite and professional tone.
• Include all relevant details and evidence.
• Proofread your email for spelling and grammar errors before sending it.
• Keep a copy of your email for your records.

Remember to customize the template to fit your specific situation and needs. Good luck with your complaint!