3 Proven Complaint Letters for Product Issues Unveiled

Drafting an effective complaint letter for a defective product involves clearly presenting your issue, expressing your dissatisfaction, and requesting a specific action to resolve the problem. Here are three unique and detailed templates for such letters, each tailored to address different scenarios and tones.

Template 1: Formal and Direct



Subject: Complaint Regarding Defective [Product Name] – [Order Number]

Dear [Company Name] Customer Service,

I am writing to formally express my dissatisfaction with a recent purchase from your company. On [Purchase Date], I ordered a [Product Name], with the order number [Order Number], received on [Delivery Date]. Unfortunately, upon use, I discovered that the product is defective due to [briefly describe the defect, e.g., “it does not turn on,” “missing parts,” “damaged upon arrival”].

Under the Sale of Goods Act, I am entitled to a product that is of satisfactory quality, fit for purpose, and as described. Clearly, this product fails to meet these criteria. I have attached photographic evidence of the defect for your reference.


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To resolve the issue, I request that you [choose one: “provide a full refund,” “exchange the defective product for a new one,” “send the missing parts”]. I would appreciate a prompt response to this letter, ideally within [number] business days, outlining how you intend to address this issue.

Please find attached the proof of purchase and any correspondence related to this transaction. I trust that you will handle this matter with the urgency and seriousness it warrants.

Thank you for your immediate attention to this matter. I look forward to your swift response and resolution.

Sincerely, [Your Name] [Your Contact Information]

Template 2: Polite but Firm

Subject: Report of Faulty Product Received – [Product Name] – [Order Number]

Dear [Company Name] Support Team,

I hope this message finds you well. I am reaching out to bring to your attention a concern with a [Product Name] I purchased from your website on [Purchase Date], with the order reference [Order Number]. While I have always been satisfied with your products, this time, unfortunately, the item did not meet my expectations due to a defect [describe the defect briefly, such as “the product overheats,” “color discrepancy,” “software malfunction”].

Understanding that manufacturing flaws can occur, I am hopeful that there is a straightforward resolution to this issue. I am keen on either receiving a replacement that is free from any defects or obtaining a refund for the inconvenienced caused.

Attached are the photos showcasing the defect and a copy of my purchase receipt. Could you please advise on the next steps for the return process, and might I request that the resolution be expedited to accommodate my reliance on your product for [mention any specific use if applicable]?

I appreciate your attention to this matter and await your guidance on rectifying this situation at your earliest convenience, hopefully within the next [number] days.

Warm regards, [Your Name] [Your Contact Information]

Template 3: Detailed and Solution-Oriented

Subject: Urgent: Defective [Product Name] Requires Immediate Attention – [Order Number]

To Whom It May Concern at [Company Name],

I am writing to express concern over a defective product I received from your company, which has significantly inconvenienced me. The [Product Name], ordered on [Purchase Date] and delivered on [Delivery Date], order number [Order Number], has proven to be faulty due to [describe the defect in detail, such as “inconsistent performance,” “manufacturing error,” “material defect”].

Given the nature of the defect, I believe it is reasonable to request [choose one: “a full refund,” “an expedited replacement,” “a complimentary repair service”] to compensate for the inconvenience and potential loss I have faced due to the product’s inability to perform as promised.

I have taken the liberty of documenting the defects through photographs attached herein, along with a copy of my purchase receipt and any relevant correspondence with your support team up to this point.

In the interest of customer satisfaction and to maintain the trust I have in your brand, I kindly ask for a prompt resolution to this issue. I am open to discussing this matter further if needed and can be reached at [Your Contact Information].

I trust your commitment to customer satisfaction and look forward to a resolution that is both fair and swift, allowing us to continue this relationship positively.

Thank you for your understanding and prompt attention to this matter.

Best regards, [Your Name] [Your Contact Information]


Each template addresses the issue with varying degrees of formality, directness, and detail, allowing you to choose the one that best suits your situation and preferred approach. 

Ensure to personalize the letter with specific details about your purchase and the defect encountered to make a compelling case for your complaint

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