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Sample Complaint Letter

To copy text into your word processing software: Click and drag your mouse to highlight, then right click and select copy. You can also print out a copy of this sample letter for reference or download the Microsoft Word sample letter to change as needed and save to your computer.

Your Address
Your City, State and Zip Code
Date

Name of Contact Person, if available
Title, if available
Company Name
Consumer Complaint Division (if you have no contact person)
Street Address
City, State, Zip Code

Dear (Contact Person):

Re: (account number, if applicable)

On (date), I (bought, leased, rented or had repaired) a (name of product, with serial or model number or service performed) at (location, date and other important details of the transaction).

Unfortunately, your product (or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly, the service was not performed correctly, I was billed the wrong amount, something was not disclosed clearly or was misrepresented, etc.).

To resolve the problem, I would appreciate your (state the specific action you want - money back, charge credit card, repair, exchange, etc.). Enclosed are copies (do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).

I look forward to your reply and a resolution to my problem, and will wait until 10 business days before seeking third party assistance to resolve this matter. Please contact me at the above address or by phone at (home and/or office numbers with area code).

Sincerely,

Your name

Enclosure(s)

Keep all copies of your letter, fax or email, and all related documents.
Remember, it is important to keep your emotions out of the letter.
Simply state the facts as you have them.

Department of Consumer Protection / Weights and Measures 
Michael D. Bannon, 
Director 
The Almshouse Building
1260 Almshouse Rd., 4th Floor
Doylestown, PA 18901
Phone: 215-348-6060 or 1-800-942-2669
Fax: 267-885-1420
email: consumerprotection@buckscounty.org