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1. How to write an e-mail of
complaint
A general guide on
e-mails of complaints about
faulty products.

2. Direct the e-mail to the customer
service department of the company.

3. Begin your letter with Dear Mr. or Ms.
followed by their surname.

4. If you cannot find the name of the customer
service manager, simply write Dear Sir or
Madam..

5. The first line of your e-mail should address
why you are writing the e-mail.

6. Make sure to include details. Where and when
you bought it.

7. Change the paragraph.

8. Make sure your document is aligned to the
left.

9. Do not indent the paragraphs.
Instead, leave an empty line between them.

10. Write a topic sentence to start the number of
complaints.

11. To list your first complaint, start with the word
‘Firstly,‘ and put a comma.

12. To justify your complaint, start with what the
advertisement says.

13. Add more information. Write the phrase ‘To
be more specific,’ and put a comma.

14. Now, shoot your complaint! Use phrases like
‘This was not the case’.

15. Explain what happened.

16. List your second complaint with the word
‘Secondly,’ and put a comma.

17. To justify your complaint, state what you
were led to believe.

18. How to write an e-mail of
complaint
Use the phrase ‘In fact’, put a comma and
shoot your complaint!
In

19. How to write an e-mail of
complaint
Use the phrase ‘To make matters worse, ‘ put a
comma and add more details!

20. To finish your complaints write the word ‘
Finally,’ and put a comma after this.

21. If the company forgot something important ,
you can write the phrase ‘You failed to
mention that…’
.In

22. Write the word ‘So, ‘ , put a comma and shoot
your final complaint!

23. Change the paragraph. Align to the left.

24. Do you want a refund?
Ask for it.

25. Do you want a replacement?
Ask for it.

26. Give them a time limit to resolve the
matter.

27. Thank the recipient for their assistance.

28. If you know the name of the recipient ,
you should write ‘Yours sincerely,’

29. If you don’t know the name of the
recipient , you should write ‘Yours
faithfully,’

30. To the customer service department of Xenia Company.
Dear Sir/Madam,
I am writing to complain about a new tripod I bought from your Koutsovoulos branch in
Santorini on 10th April this year.
Unfortunately, I had a number of problems with the tripod.Firstly, in your advertisement
you claim that the tripod is a brand new model.To be more specific, you say that the new
Nimbus 2000 is at your store!This was not the case.When I opened the box I realized it
was the Nimbus 1999!Secondly, you led me to believe that the tripod has a steady
mounting plate.In fact, when it is attached to the camera it rotates and slips!
To make matters worse, my camera fell down and it broke!Finally, you failed to mention
that the manual is in Japanese only.So, I cannot understand the instructions!
I am entitled to a refund according to the terms of the guarantee or a replacement of the
Nimbus 1999 tripod with the new model. I expect to hear back from you with
a full resolution to this issue by the 4th of May at the latest.
Yours faithfully,
Olga Varelouska

31. Good luck!