How to write 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.

Body:

• Provide specific details about the issue, including:
  • What happened
  • When it happened
  • How it affected you
  • Any relevant evidence or documentation (e.g. receipts, photos, etc.)
• Be objective and avoid being aggressive or confrontational.
• Focus on the facts and avoid making personal attacks.

Specific Complaint:

• Clearly state what you are complaining about and what you want to happen as a result.
• Be specific about what you want to achieve, such as:
  • A refund or compensation
  • A resolution to the issue
  • An apology or explanation

Conclusion:

• Summarize the issue and reiterate your request.
• Express your hope that the issue will be resolved promptly and fairly.
• Provide your contact information and a clear call to action (e.g. "I look forward to hearing back from you within the next 7 days").

Sample Template:

Subject: Complaint: Delayed Delivery of Order [Order Number]

Dear [Customer Service Team],

I am writing to express my disappointment and frustration with the delayed delivery of my order [Order Number] that I placed on [Date]. Despite being promised a delivery date of [Expected Delivery Date], my order has still not arrived.

The order consisted of [list items] and was paid for in full. I have been tracking the order and it appears to have been stuck in transit for [number] days. I have tried contacting the delivery company, but they have been unable to provide any updates or a revised delivery date.

I am extremely dissatisfied with the service and would like to request a full refund for the order. I would also appreciate an explanation for the delay and any steps being taken to prevent similar issues in the future.

I would appreciate it if you could look into this matter urgently and respond to me within the next 7 days. My contact information is as follows:

• Name: [Your Name]
• Email: [Your Email]
• Phone: [Your Phone Number]

I look forward to hearing back from you soon.

Sincerely,

[Your Name]

Tips:

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

Remember to stay calm and objective when writing your complaint email. Good luck!