How to Write a Effective Sample Email for Complaining About a Service: Tips and Examples

Have you ever received terrible service from a company and felt like you didn’t know how to speak up about it? Maybe you felt like it wouldn’t make a difference, or you didn’t have the right words to express your frustration. Well, fear no more! This article will provide you with a sample email for complaining about a service, along with tips on how to write an effective complaint.

It’s important to remember that businesses want to keep their customers happy, and constructive feedback can help them improve their services. So don’t be afraid to speak up! The sample email provided can be used as a starting point, and you can edit it as needed to fit your specific situation.

Here is the sample email:

Dear [Service Provider],

I am writing to express my disappointment with the service I received from your company on [date]. [Briefly explain the issue you experienced, including any relevant details such as specific employees involved or the location of the service].

As a paying customer, I expect a certain level of professionalism and respect, which I did not receive during my interaction with your company. This has left me feeling frustrated and unsatisfied with the service provided.

I would appreciate a response from your company regarding this matter, as well as an explanation of how you plan to address this issue in the future. I value the services provided by your company and hope to see improvements in the future.

Thank you for taking the time to read my complaint.

[Your Name]

Remember, the key to writing an effective complaint is to be specific and concise. Provide relevant details without getting emotional or attacking the person/company you are addressing. By using this sample email and the tips provided, you can be confident in expressing any issues you may have with a service, and hopefully, see positive changes in the future.

The Art of Writing a Compelling Complaint Email

Have you ever been on the receiving end of a bad service and felt compelled to complain about it? If yes, you know how challenging it can be to structure a perfect email that will get the response you need. Well, fret not, as this article will guide you through the art of writing a compelling complaint email in Tim Ferris’ style.

Outline the problem:

It is important to start by clearly outlining the problem and why you are unhappy with the service. Be specific and objective, and provide evidence where possible. For instance, if you have received a damaged product or have been overcharged, provide details such as the order number, pictures, and receipts to reinforce your complaint.

Express your emotions:

Your emotions often play a fundamental role in determining the tone of your email. While it is important to be professional and polite, you also need to convey your emotions appropriately. Express what you felt on receiving the poor service, and how it affected you. But ensure that you avoid bell-ringing and name-calling.

List your expectations:

To make your email more structured, you should also list your expectations of what the company should do to remedy the situation. It could be an apology, an offer for a refund or replacement, or an explanation of why the service was poor. However, ensure that your expectations are realistic and achievable.

Offer a resolution:

To get the most out of your complaint email, you need to provide a solution that’s economical for both parties. You could suggest a resolution that would benefit both parties. For example, ask for a partial refund or a discount on a future service. This will make you appear more reasonable and increase the chances of getting your problem resolved.

End with a call-to-action:

The conclusion of your email should reiterate the main points and end with a call-to-action. This could be an invitation for the company to contact you, or a request for confirmation that your complaint has been received and is being addressed. Always ensure that you leave a way for the company to reach you.

In summary, structuring a complaint email in Tim Ferris’ style involves outlining the problem, expressing your emotions, listing your expectations, offering a resolution, and ending with a call-to-action. Following these guidelines will help you to write a compelling email that will get the response you need and ultimately address the poor service you have received.

Sample Email Templates for Complaints

Incorrect Billing Statement

Dear Sir/Madam,

I am writing to bring to your attention an issue with my recent billing statement which I have just received. I have noticed a discrepancy in the total amount owed, which appears to have been overcharged.

Upon reviewing my account, I have found that a service fee was charged twice. I would greatly appreciate it if you could rectify this error and provide me with a corrected billing statement as soon as possible.

Thank you for your prompt attention to this matter.

Yours sincerely,

[Your Name]

Unsatisfactory Delivery Service

Dear Customer Service,

I am writing to express my dissatisfaction with the delivery service I received from your company. The package I ordered was supposed to arrive within a week but was delayed for almost a month without any notice or update from your team.

This unacceptable delay caused me significant inconvenience, as I was relying on the package to arrive in time for an important event. As a result, I had to purchase a replacement item at an additional expense.

I hope that you will take my complaint into consideration and work to improve your delivery service for future customers.


[Your Name]

Cancelled Order without Notification

Dear Online Shopping Inc,

I am writing to bring to your attention an issue with my recent order. I was expecting the order to arrive within the next 3 days, but to my surprise, I received a cancellation notice without any explanation.

This is extremely frustrating and disappointing as I was eagerly anticipating the product and had made arrangements for its delivery. Furthermore, I did not receive a notification or explanation as to why my order was cancelled.

I hope that you can address this issue promptly and provide me with a satisfactory explanation for the cancellation of my order.

Thanks for your time and attention.

Best regards,

[Your Name]

Poor Quality Products

Dear Customer Support,

I am extremely disappointed with the quality of the products I received from your company. The goods I ordered were of poor quality and were not up to the standards that I expected.

I hope you can understand my concerns and appreciate the negative impact this will have on my impression of your company. I would greatly appreciate it if you could refund my payment for the defective products.

I appreciate your prompt attention to this matter and hope to hear back from you soon.


[Your Name]

Unreasonable Hold Time

Dear Customer Service,

I am writing to express my dissatisfaction with the unreasonable hold time of your customer service hotline. I called your hotline several times in the past week, and I was put on hold for an unreasonable amount of time each time.

This has not only frustrated me but also affected my schedule and my work. I was hoping to resolve my issue as soon as possible and have found it hard to get through to a customer service representative.

I hope you will take the necessary steps to improve the wait time and respond to your customer’s needs more efficiently.

Thank you for your time and understanding.

Best regards,

[Your Name]

Unprofessional Behavior by Staff

Dear Management,

I am writing this email to address my dissatisfaction with the unprofessional behavior of one of your staff members. I visited your store and was received with a rude and disrespectful attitude by one of your sales representatives.

I found this behavior unacceptable and disrespectful and expect more from your staff. I hope you will take corrective actions and prevent such behavior from happening again.

Thank you for your attention to this matter and I hope you can address the issue promptly.


[Your Name]

Delayed Refund Request

Dear Support Team,

I am writing to follow up on my request for a refund that I submitted two weeks ago. I have not received an update in regards to my request, and this delay is causing me inconvenience.

I would appreciate an explanation for the delay and when I can expect my refund. I hope you will not let this issue prolong, and handle it as soon as possible.

Thank you for taking the time to address my concerns.


[Your Name]

Tips for Writing an Email to Complain About a Service

If you are unsatisfied with a service that you have received, sending an email to the company is a good way to voice your concerns. However, writing a complaint email can be a tricky task. Here are some tips:

Be clear and concise: Explain the issue clearly and succinctly. Use bullet points if necessary to make your email easier to read.

Provide specific examples: Make sure to give specific examples of what went wrong and how it affected you. This will help the company better understand the issue.

Stay polite and professional: While it can be frustrating when things don’t go as planned, it’s important to stay polite and professional in your email. Avoid using threatening or aggressive language.

Suggest a resolution: Offer a solution or resolution to the issue. This can show the company that you are willing to work with them to find a solution.

Be patient: It may take some time for the company to respond to your email, especially if they receive a lot of emails. Be patient and give them time to address your concerns.

Follow up: If you don’t hear back from the company within a reasonable amount of time, follow up with a polite email. This can show that you are serious about resolving the issue.

Include your contact information: Make sure to include your contact information (name, phone number, email address) so the company can reach out to you if they need more information.

By following these tips, you can write a complaint email that is clear, professional, and effective.

FAQs related to sample email for complaining about a service

What should I include in my complaint email?

You should provide clear and concise details of what the issue is, when and where it occurred, and what you expect to be done to resolve the issue.

How can I make sure my complaint is taken seriously?

You can use a polite and professional tone, be specific and factual, and provide evidence if possible. It is also important to state the impact the service failure has had on you.

What should I do if my first email is ignored?

You may send a reminder or follow-up email to the same person or escalate the matter to a higher level or different department within the organization.

How long should I wait for a response to my complaint?

It depends on the complexity of the issue and the organization’s policies and procedures for handling complaints. You can politely request a response time in your email.

What if I am not satisfied with the resolution offered?

You can request for a review or appeal of the decision, seek alternative dispute resolution methods, or seek legal advice or intervention.

Should I leave negative reviews online before complaining privately?

No, it is best to give the service provider an opportunity to resolve the issue before making negative comments publicly. You may consider leaving reviews after the matter has been resolved satisfactorily.

Can I get compensation or refunds for the service failure?

It depends on the organization’s policies and the severity and impact of the service failure. You may request for compensation or refunds in your complaint email.

Hope this email helps you complain effectively!

Thank you for reading this article and I hope it has given you an idea of how to complain about a service and get the problem solved. Remember, being polite but firm is key. Don’t let bad service go unnoticed. As always, stay tuned for more articles like this in the future. Happy complaining!