How to Write a Complaint Email to Customer Service

How to Write a Complaint Email to Customer ServiceA complaint e-mail is a request for an adjustment sent by an individual to make a complaint regarding a product, service, person or any other instance. Here are smart and surprising ways to How to Write a Complaint Email to Customer Service with Procedure and Steps. A complaint E-mail can be for the personal purpose or official purpose. E-mail complaints writing style differs from person to person or depends on the situation.

It is a 21st century and the expansion in technical industry is expanding and the businesses are also expanding so the probabilities for chances of mistakes and faults have also increased. For instance you ordered a product and that product is damaged or not upto the mark you can submit your complaint via e-mail to Customer service for compensation, now you have a question that how to write a complaint E-mail to customer services. Customer services are set by the companies to resolve your problems and these are the procedure and steps to how to write a complaint:

How to Write a Complaint Email to Customer Service

                                          Complaints and Its Types

There are various kinds of complaint emails and their types:

# Personal Complaint E-mail

Service Complaint Email: the service complaint email is e-mail which occurs when any individual customer is not satisfied with the service which has been provided by any individual or organization.

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Product Complaint Email: A Product complaint email is a e-mail which a consumer/buyer submits when he/she is not happy with the quality of assured product.

# Professional Complaint E-mail

Bank Complaint Email: Bank complaint e-mail is a type of complaint email which are written to make a objection against the bank or its services provided by employees.

What Should An Impressive Complaint E-Mail Should Consist

  • Concise ( short and meaningful)
  • Reliable
  • Precised
  • Useful and effective
  • Welcoming
Steps on How To Write A Complaint E-mail

Writing a complaint E-mail should be easy task, you should not make it complicated all you need to do is request for an adjustment politely it will be beneficial to both company and a consumer. These are some steps on how to write a complaint E-mail:

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#1. Address Your E-mail To the Specific Department Concisely

While writing a complaint E-mail first you should search out the specific customer support E-mail of that company and then start writing a E-mail concisely and keep in mind that the persons checking E-mails are humans who need and deserve self respect and if you will give respect then only you will get back. If you follow this your problem will be resolved in no time. This how to start your E-mail:

When you will search for a E-mail for a company try to find out the name of the manager of department of customer grievances and start your e-mail with due respect Mr./Mrs./Miss name an surname.

If you cannot find out the name then check the labeling/sticker on the packaging and there will be a name or a E-mail address and start with Dear sir, Dear Mam.

#2. Write A Meaningful And Exact Subject And Quickly Get To A Point:

Writing a meaningful and exact subject means that the subject in the E-mail should be appropriate t the problem for which you are writing an E-mail to the customer services department. Try to add facts like details about the product, serial number or the date at which you bought it and from where you bought it.

Subject of the E-mail should be such that the person reading it should identify the problem easily and take a action against it ( Do not write a long paragraphs) .

After writing the name/dear Sir quickly get to the point:


Dear sir/mam

I recently bought a gaming console from_____ city on ___Date after two days it stopped working I am disappointed and now console is completely useless. Please help me in replacing the product with the new one as the product is in warranty.


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#3. Do not forget to mention the outcome or remedy that will satisfy you:

If you want a quick solution about your problem do not forget to mention the outcome or remedy that will satisfy you:

If you want to get your product repaired, replaced, or any other form of compensation that do not forget to mention it as stated in the above example

This will help you to save the time because you will not get the reverted mails that sir what you want to do because you have stated clearly the effective step will be taken.

#4. As a proof attach the pictures of the product with the Bill

This is important to attach the documents related to the product that prove the problem that you are trying to tell to the Customer Service Department.

Make sure that the pictures of the product and its documents should be appropriate.

You can include the product pictures, the batch no, bill, barcode or any document related to the product that serves as a proof.

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#5. Give CS Department a time limit to solve the problem and Finish the E-mail Respectfully

It is helpful to provide a time limit, by providing time limit your complaint will be remembered and will be resolved.

Do not give irrelevant time period. A problem which is needed to resolve needs time. A week or more will be sufficient time.

Thanks them for reading the complaint and sign off the e-mail sincerely by writing yours sincerely/faithfully/truly.

These are the procedure and steps through which you can write a complaint E-mail to Customer Service. Do remember to be polite, concise, authoritative, and write mail short and clean format.

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  1. Three months back my ATM card was blocked for misused by others at the same time my NET banking services also locked, Hence I request to activate my NET Banking services. A letter also given at HDFC Repalle Branch. My account No. is50100158714662 and customer ID no/ 68969253. Thanking you.

  2. Dear sir
    Paytm has blocked my credit card for adding money in my wallet so i m in trouble please solve my problem and remove block from my indusind credit card and tell me why my card has been blocked by your side.

    • Hii s r ojha, you can register your complaint to the Paytm customer care for that you can dial toll free number 1800-1800-1234 also must register complaint to your respective bank.

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