Shopping from our computers or smart gadgets is a practice that has become prevalent in modern society. People buy everything – from food to their home’s electronics – over the internet and expect things to arrive via shipping. Nonetheless, there are occasions when you might get a flawed item or substandard services. In such situations, writing a complaint email to detail the problems, their resolutions, and the action taken becomes necessary. You will learn how to write a complaint email with this article, whether it is for personal issues or for professional matters.

Article’s Aim

The aim of this article is to offer a guide on how to write a complaint email no matter the case. If it has to do with inadequate service from a company, a bad product experience, or an unrelated issue; what matters is how to phrase the description of the problem in a professional manner.

Takeaways

Read the following areas that will be discussed in this article:

The proper timing for sending a complaint email.

Classification of complaint emails.

Elements of a complaint email.

The need for specific information alongside a request for action to be taken.

1. Rationale for Composing a Complaint Email In most cases, complaint emails arise from bad interpersonal experiences such as receiving a faulty good, bad service, or anything else that requires urgent attention. Here are some other reasons as to why you would need to compose a complaint email:Wrong Experience: If you received a product which was completely different from what was ordered, or if it was damaged during shipping.Bad Service: If the service offered was a letdown – be it customer service or any other form of service. Some things you can do with complaint emails include:

   Keeping Records: They act as proof in writing in case of any future doubts. Evidence: Emails of complaints can serve as evidence when one is required to prove a point.

   Litigation: If the situation gets severe, these emails can be used for legal claims or issues. 2. Kinds of Complaint Emails Two broad categories of complaint emails explain what the subject matter entails:

   Personal Complaint Emails: These are written for personal domestic affairs such as issues with purchased goods, poor services in a restaurant, or issues with a neighbor.

Professional Complaint Emails: These messages focus on a problem at work we have with a vendor, a client, or any services that affect business operations.

3. How to Write a Complaint Email

As with any formal correspondence, a complaint email should be clear, concise, and respectful. Let us take a look at a couple of examples to understand how to write a complaint email.

Example 1: Complaint Email for Receiving A Wrong Bill

Let’s consider Ms. Seema, who has a grievance regarding a mobile bill she received. Here is her complaint email to the mobile service provider.

Subject: Required Revised Bill (6235) by 24/2/21

Email Body:

“Dear Sir/Madam,

I am Seema, daughter of Satara district. My cell number is 98XXXXXXX. We wish to state our displeasure regarding the service offered by your Block. The monthly data usages of 2 GB I put on my line daily have brought insufficient reward. The Bill that I received was 1678 bucks. Frankly speaking, this is Rs. 918 more than I should have incurred. My approximate estimate has been 760 bucks.

Here is the incorrect bill. Please forward the correct bill to me by 24th of February 2021.

Regards, Seema “ Key Points: Straight to the Point Subject: The subject summarizes the case of complaint of the wrong bill without going around the bush. Factual figures: Seema gives the bill number, date, mobile number, and explains what the discrepancy is. Grade 3 polite: A request for a revised bill to a clearly stated deadline is made.”

Supporting Document: The correct document which she uses to support her claim is attached on the email. Example 2: Email Complaint on the Request of Waste Bin on a Certain Locality Mrs. Priya has observed that, unstaffed areas with no garbage baskets/ bins tend to create a nuisance by garbage getting dumped outside the local private building. Thus, she took the initiative to write to the authority in charge of such issues.

Subject: Wet and Dry Dustbin Arrangements Required by February 28, 2021

Email Body:

“Dear Sir/Madam,

I am following up regarding our phone discussion dated February 23, 2021, about the requests concerning the provision of dry and wet bins close to my society. I am Priya, a resident of Kohinoor Society provided adjacent to 150 Ring Road in Rajkot. I need to complain regarding the lack of garbaged bins in the area within my locality for the past week. As a result, people have started dumping waste at the gate of my society which has increased mosquito breeding and other health related issues which includes malaria and dengue. Furthermore, it has been very difficult for one to cross the road due to the garbage smell.

The following pictures are attached:

Dumping sight at the society gate.
Garbage dump near society gate.

I would greatly appreciate your efforts to provide a set of wet and dry dustbins adjacent to my society gate before February 28, 2021.

Regards,
Priya”

Key Points:

A Look-Through reminder: Within the subject heading and the last line of the email, there’s a call to action on a specific date to emphasize the request. Priya describes the situation with specific details and backs it with photographic proof.

No change of meaning- Tone Remains Professional and Polite: She has a consistently polite tone.

4. Complaint Email: Most Important Features

Take note of the email etiquette when composing a complaint email:

Clear and Direct Subject: Typing a relevant subject line makes the purpose of the email easy to identify.

Reason for the Complaint: The reason statement must justify the use of a complaint email.

Provide Complete Information: Fill in all product or service details, specific problems occurring, important dates, etc.

Polite Tone: Formal and polite language should always be used even in cases of grievances.

Attachments: Include any evidence either documents or images to strengthen the complaint if available.

Clear Call to Action: The last line of the email should give a closure statement that states what needs to be done and by when.

5. Major Reasons for Writing a Complaint Email

Document Your Bad Experience: Composing a complaint email captures the details of a negative experience you wish to address.

Use Complaint Emails for Legal Purposes: These emails are useful in proving a point if one needs to pursue further actions legally.

Clear and Direct Subject: Describe your complaint in the subject line of the email.

For details: The body of the email should be thorough, which means that you should arrange the information in such a way that it helps the reader comprehend the issue.

CONCLUSION

Complaint Email is one of the tools we use to address issues experienced in products, services, or even personal experiences. If the complaint is methodologized and structured, there is assurance it will be managed and acted upon accordingly. As a reminder, soft skills in tone positivism must be observed, all essential descriptive details must be included, as well as additional documents. Composing well-structured emails concerning complaints aids in providing the required attention to solve the issues. It also serves as a good record for later usage, whether it is for reference or an investigation in legal matters.