There may be many instances when you might have to write a complaint email or a complaint letter such as writing a complaint email about the product. Other instances may be writing a complaint email about a colleague’s behavior or a complaint email about a service but in this article, we will just discuss how to write a complaint email about the product that you purchased.
What is a Complaint Email?
A complaint email is an email that is sent to officially lodge or file your complaint with some other person. That other person can be your employer, employee, coworker, teacher, student, or anyone from whom you purchased products or rendered services.
A complaint email is something that is written when you are actually dissatisfied or disappointed with something. In order to show such a disappointment and file your complaint, you have to draft a complaint email.
It is not one of the daily use business emails but you may have to face a situation where you have to file a complaint in a proper manner via complaint email or complaint letter. So it is quite important that one should actually know how to write a complaint email.
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How to Write a Good Product Complaint Email?
Being a customer or buyer, when you don’t get the product that you expected to get by paying its full price, you obviously feel disappointed and get angry. What increases the anger and frustration more is if the seller has poor customer care services and doesn’t attend to the issue in a proper professional way.
At this point, you should opt for writing a product complaint email about the product. Such an email is usually directed to the Customer Service Department’s Manager. For the purpose of writing a complaint email in this regard, you can also get help from the complaint email about the product template and sample given below.
However, if you want to know how to write such a complaint email and want to draft it from scratch, then make sure to follow the given tips and include the below-mentioned details and information in your complaint email.
Subject Line:
Just like all the other emails or letters, you should add the subject of your email which can be written as “Complaint Email about the Product”, “Complaint about the Product”, or simply “Product Complaint”, etc. It is very important to add the subject matter so that the reader can easily understand what the email is actually going to be about.
Starting:
Begin your email with a formal greeting and use proper salutations like “Dear Mr. / Mrs. XYZ”. If you know the name of the recipient, you can also write his/her name. However, if you don’t know the person’s name, you can simply mention the person’s job title like “Dear Mr. / Mrs. Manager”.
Explain Your Problem:
Begin your email by stating the fact that you are actually writing to file a complaint about the product that you bought from the recipient’s company. After that explain what problem or problems you actually encountered i.e., if the product quality was low or the product was broken, etc.
However, try to explain your problems as briefly as possible. It is also very important to stay respectful while writing any such complaint email. Provided the fact that while writing any such email you might be angry and disappointed but still, stating your problems in a respectable manner will definitely have a positive impact on the reader.
Steps You Took:
At this point, tell the recipient about the steps or actions that you actually took to get the issue resolved i.e., whether you called the company on time about the problem or you have already filed a complaint with the customer service department but nothing has been done yet. If the latter is the case, then you should also mention your registered complaint number.
How You Want to Get the Problem Resolved:
Explain clearly your intentions about getting the problem resolved that is how you actually want the company to resolve your issue. State clearly whether you want the company to replace or repair the product, or you simply want them to refund you the amount that you paid for the product.
Recipient’s Time and Mode to Respond:
At this point, you should very clearly indicate to the recipient about the time within which you want them to respond i.e., by mentioning the number of days within which you require them to respond. You can also specify how you expect them to respond i.e., by writing you or by calling you, etc. However, the mode or manner to respond is just optional but the time to respond is compulsory to mention.
Send Supporting Documents:
You can also attach supporting documents with your complaint email such as an e-receipt or if you don’t have an e-receipt, make sure to attach a screenshot of the original physical receipt so as to support your complaint.
Ending:
Finish the letter by thanking the recipient for providing their assistance. Also, mention your contact details at the end so that it gets easy for the recipient to contact you.