Writing a Complaint Letter in English

• newEditor
• Engels
• Middelbare school
• vmbo g, t, mavo
• Leerjaar 3

Writing a Complaint Letter in English

What do you already know about writing a complaint letter in English?

Learning Objective

At the end of the lesson you will be able to write a clear, structured formal complaint letter in English at A2 level about a disappointing purchase, using useful phrases and the correct format.

Lesson Overview

• What is a complaint letter? • Letter structure • Useful phrases • Example situations • Writing your own letter

What is a Complaint Letter?

A complaint letter is a formal letter used to tell a company or shop about a problem with a product or service, and to ask for a solution.

Structure of a Complaint Letter

1. Formal greeting 2. Introduction 3. What went wrong 4. How it affected you 5. What you want 6. Polite ending

Formal Greetings

Start your letter with: "Dear Sir/Madam," If you know the name, use it instead.

Writing the Introduction

Say what you bought, where, and when. Example: "I recently bought a pair of headphones from your shop on 3 June."

Describing the Problem

Explain what went wrong. Examples: "Unfortunately, the product did not work as expected." "The headphones stopped working after two days."

How Did the Problem Affect You?

Describe the inconvenience. Example: "Because of this problem, I have not been able to listen to music during my commute."

Requesting a Solution

Politely ask for what you want. Examples: "I would like to request a refund." "Could you please replace the product?"

Polite Ending and Sign-off

Finish your letter politely: "I look forward to your response." Sign off with: "Yours faithfully," (if you do not know the name) "Yours sincerely," (if you do)

Useful Phrases for Complaint Letters

I would like to request... Could you please... I look forward to your response.

Begin the Letter

I am writing to complain about... I was disappointed to discover that... Unfortunately, the product...

Ask for a Solution

Example Situations

1. Headphones stopped working 2. Wrong size and colour jacket 3. Broken phone case 4. Game with missing pieces 5. T-shirt shrank after one wash

✉️ Writing Assignment: Complaint Letter About a Bad Purchase Task

You recently bought a product that turned out to be a disappointment. Write a formal complaint letter to the shop or company where you bought it. Your goal is to explain the problem clearly and request a suitable solution.

Situation (choose one or invent your own)

• A pair of headphones stopped working after two days.

• A jacket arrived in the wrong size and colour.

• A phone case broke the first time you used it.

• A board game was delivered with missing pieces.

• A T‑shirt shrank after one wash, even though you followed the instructions.

Your letter must include:

• A formal greeting (e.g., Dear Sir/Madam,).

• A short introduction explaining what you bought, when, and where.

• A clear description of what went wrong.

• How the problem has affected you.

• What you expect the company to do (refund, replacement, repair, discount, etc.).

• A polite closing sentence and a formal ending (e.g., Yours faithfully,).

Length

120–160 words.

Your Writing Task

Choose a situation or create your own. Write a complaint letter (120–160 words) using the structure and useful phrases given.

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