Letter of complaint about poor service 2025 (guide and Free samples)

A letter of complaint about poor service is a written message that you send to a company or organization to express your dissatisfaction with the quality of service you received from them.

In the letter, you explain the specific issues or problems you encountered, such as rude staff, long waiting times, or mistakes in their service.

You may also include details about how the poor service affected you and your expectations of how the company should address the situation.

The purpose of the letter is to bring attention to the problem and request a resolution or improvement from the company.

Did you know that 27% of Americans report that ineffective service is their number one customer service frustration? (Statista)

I can never imagine your reaction to the poor service you’re received from the restaurant, store, or anywhere.

I know you may blame, shout, or even bump a service provider with many f* words.

But what if I tell you there is a better way to handle the situation?

Pulsed?

Let me tell you this, the best way to express a complaint about poor service is by writing a formal letter which in this post we refer to it as a letter of complaint about poor service.

I understand how difficult it can be to write a letter of complaint about poor service, especially if you’ve never done it before.

The most important thing to remember when writing your formal complaint letter is to be direct and tasteful.

Your complaint is unlikely to be considered seriously if you simply scream and shout nonsensically.

Here, with the aid of the examples, samples, and templates I will take you through

• What is a letter of complaint about poor service?
• how to write an effective, strongly worded, letter of complaint about poor service.
• Format of letter of complaint about poor service
• Letter of complaint about poor service template
• Sample letter of complaint about poor service
• etc.

Let’s get started

Related:

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• Sample complaint letter to neighbor about tree
• Sample complaint letter to neighbor about treeA complaint letter to neighbor about yard
• 6 Letter of complaint examples (Strongly worded)
• A complaint letter to a neighbor for noise (guide + free samples)
• Letter of adjustment (guide + free samples)

How to write a letter of complaint about poor service

A complaint letter about poor service is written in business letter format.

Begin your letter with your address and contact information, followed by a date and the service provider’s address, salute the recipient, and begin by indicating that you are writing to complain about his service, then provide the details of the service and explain your dissatisfaction.

Allow for additional discussion and request the service provider’s commitment to resolving the situation. Sign off with “Sincerely,” followed by your signature and name.

Remember that the main purpose of your complaint letter is to convey your dissatisfaction with a service provider.

So, in order to write an effective complaint letter about poor service, do the following;

• Include your name and contact information
• Include the date of the letter
• Include the name and address of the service provider
• Write down exactly what you are complaining about.
• Make sure to include all pertinent information about your complaint including the place, time, and date of the service, the exact name of the person who provided the service, etc.
• Include any necessary supporting evidence, such as your account of what happened, verbal exchanges, and, if applicable, documents and records.
• Explain what you hope to archive-a refund, repair, exchange, or store credit, etc.
• Ask about the service provider’s commitment to resolving the situation and Say how long you’ll wait for a response.
• Indicate your intentions to take further actions in case the service provider disregards your complaints, for example, report it to the federal trade commission,  Better Business Bureau, or your state attorney general or consumer protection office or sue for damages (this should be your last resort).
• Be simple and straightforward
• Maintain a professional tone
• Be honest
• Avoid writing an angry, sarcastic, or threatening letter. (the person reading it most likely did not cause the problem, but they may be very helpful in resolving it.)

other useful tips

• Deliver your letter properly- mail, fax, email, hand delivery
• Keep a copy for yourself

Format of letter of complaint about poor service

Your letter of complaint about poor service should be formatted as follows:

• Your Address
• Date
• service provider address
• Subject line
• Salutation
• [opening paragraph]- A statement that you are writing to complain about service.
• [body paragraphs]- The details of your complaint and what you hope to archive.
• [closing paragraphs] – what do you want the service provider to do, and your intentions to take further actions? Provide an avenue for further discussion.
• Sincerely
• name and signature

Letter of complaint about poor service template

Your Name
Your Address
City, State, Zip Code
phone
email

DATE

[Recipient’s Name]
[Recipient’s Street Address]
[Recipient’s City, State, and Zip Code]

Re: [subject Normally bold, summarizes the letter’s purpose] -Optional

Dear [recipient last name]/ [recipient title]

I am writing to complain about the poor service I received from your [name of institution] at [place] on [date] at [time].

What triggers my complaint is [state the problem like the service wasn’t performed correctly, unreasonable delays, poor communication, etc]

I am particularly irritated because [the impact of the poor service]

To resolve the problem, I would appreciate a [state the action you want, like a refund, store credit, repair, exchange, etc.]

In addition, I have included in this letter some documents and recordings that will support my claim.

I hope this is not how [service provider’s name] wishes to conduct business with valued customers.

I would appreciate the opportunity to discuss matters further and learn how you intend to resolve my problem and avoid a similar situation in the future.

I eagerly await your response.

Note that I will wait until [set a reasonable time limit] before contacting a consumer protection agency or seeking other assistance.

You can reach me anytime at [email] or [phone]

Sincerely,

[Your Signature]
[Your name]

Sample letter of complaint about poor service

James Kennedy
101 Drive road
Downtown, TX 19199
555-111-1111
[email protected]

01 January 20.

Customer service Manager
ABC Hotel
202, Accommodation Street
Downtown, TX 19120

Dear Manager

I am writing to complain about the poor service I received from your Hotel at 202, Accommodation Street Downtown, TX 19120 on 30 December 20… at noon.

I am complaining about your service because your attendants were very unfriendly and late to deliver my orders plus the orders delivered were always incomplete.

The worst-case scenario is when your bartender named Angel served me an expired drink; when I first learned of this problem, I contacted her, and she harshly told me that there was nothing she could do about it. That day, for the first time in my life, I saw the ‘Angel’ transform into the devil.

I hope ABC Hotels does not intend to conduct business with their esteemed customers in this manner. To solve the problem, I would appreciate it if you could redact all expired items in your store and ensure that your hotel only sells valid items.

Furthermore, I do not want to see attendants like Angel roaming your premises any longer.

I would appreciate the opportunity to discuss the situation further and learn how you intend to resolve my issue and avoid a similar situation in the future.

Please keep in mind that I will hardly wait 7 days before contacting a consumer protection agency or seeking other assistance.

You can reach me anytime through my email or phone provided above.

Sincerely,

[Signature]

James Kennedy

Complaint email for bad service

Subject: Urgent Complaint: Unacceptable Service Experience

Dear [Company/Organization Name],

I am writing to express my extreme disappointment with the service I received at your establishment on [date]. The level of service was far below acceptable standards, leaving me frustrated and dissatisfied.

During my visit, I encountered multiple issues that need immediate attention:

1. Lack of professionalism: Your staff displayed indifference and neglected their responsibilities, prioritizing personal conversations over customer needs.
2. Excessive waiting time: The waiting period was unreasonably long, causing significant inconvenience and wasting valuable time.
3. Incompetent assistance: The employees seemed ill-informed and untrained, unable to provide the necessary help or answer basic questions.

I expect prompt action to address these concerns. I request the following:

1. An apology for the poor service experience.
2. An investigation into the issues encountered during my visit.
3. Remedial measures to improve staff professionalism and knowledge.
4. Transparent communication regarding the steps taken to prevent such incidents in the future.
5. Appropriate compensation for the time and inconvenience endured.

Please understand that my loyalty to your brand is at stake. I trust that you will take this complaint seriously and provide a satisfactory resolution.

I anticipate a swift response to this urgent matter.

Sincerely,

[Your Name]
[Your Contact Information]

FAQs about Letter of complaint about poor service