Restaurant and Hotel Complaint Letter Templates

Have you ever bought something in a restaurant or hotel and find out its substandard? Or have you ever received hotel service that left you discontented? Well, if you’ve experienced such situations then you need to take action to ensure your rights aren’t violated. But before taking stringent action, you need to contact the company’s representative and share your concerns with them. If that’s not enough, consider writing a complaint letter. A restaurant and hotel complaint letter is a letter that addresses any offense, grievance, resentment or dissatisfaction resulting from a product or service rendered.

The letter is often important as it lets the defaulters know your commitment towards addressing your dissatisfaction.

How to Write a Complaint Letter

Unlike other official letters, writing a complaint letter is fairly straightforward. However, if you have a problem writing a complaint letter, the following tips will guide you through.
  • Proper introduction

First and foremost, you need to introduce yourself properly. Provide every detail that can help identify you as a customer. Also, include your name as well as contact information. If at all you used your account, be sure to include the number.

  • Be short, precise and concise

Ensure that you are exact on your problem descriptions. Avoid deviating from the topic. Include the serial/model number of the defective product that you bought. Also, you can include the names of people who sold you the item, the date and the location you received the product or service.

  • Use polite and friendly language

Even though a complaint letter is supposed to vent out your grievances and discontent, it is recommended that you use a polite and friendly tone. Remember, the reader perhaps isn’t responsible for your inconveniences. As such, don’t threaten or show anger to your recipient.

  • Mention what you want done

In your complaint letter, you should state exactly the best action you would want taken. Also, indicate the period you are willing to wait for a feedback.

  • Document your complaint

In order to bring strong argument, you need to attach some copies of receipts, warranties or any other supportive document.

Complaint Letter Format / Template

Your address

Your City, State, ZIP Code

[Date you are writing the letter]

To

[Name of recipient] [Address of recipient]

Subject line

Salutation [Dear Mr./Mrs./Miss.],

On ­­­_______ (date), I visited your hotel which is located at ___________ (location & address) for a lunch where I ordered _______ (state what you ordered). The waiter gave us an approximate of 10 minutes to get the food ready.

Unfortunately, the food ___________ (state the problem). I am deeply discontented because (explain the problem).

In order to resolve the problem, I would appreciate if you __________ (state what you would want to be done, i.e. refund, repair, investigations). The attached are copies of the receipt (include copies of the very transaction for proof. NB, DO NOT INCLUDE ORIGINALS).

I am looking forward to your response and resolution. I am ready and willing to wait till (set dates) before seeking help from the relevant authorities. For more information, please contact me at _________ (issue your contacts).

Yours sincerely,

Your name ______

Sample of a Restaurant Complaint Letter

From,

Antony Weber

202, Capitol Hill

Waypark Town

24th December 2019

To,

Manager

Delicacy Group of Hotels

Waypark TOWN.

Subject: Restaurant Complaint Letter

Dear Sir/Madam,

Salutation [Dear Mr./Mrs./Miss.],

On ­­­20th December 2019, I visited your hotel which is located at Waypark Town for a lunch with my workmate where we ordered a BBQ chicken salad. The waiter gave us an approximate of 10 minutes to get the food ready, so we waited.

Unfortunately, the food took so long to get prepared. We waited anxiously for close to an hour. I am deeply discontented because we lost much time than anticipated. Besides, it forced us to forego some of our errands due to lack of time.

In order to resolve the problem, I would appreciate it if you investigate the problem and take prompt action against the waiter for being unprofessional. The attached are copies of the receipt (include copies of the very transaction for proof. NB, DO NOT INCLUDE ORIGINALS).

I am looking forward to your response and resolution. I am ready and willing to wait until January 2020 before seeking help from the relevant authorities. For more information, please contact me at +1 555 545454 or antony@email.com.

Yours sincerely,

Antony Weber

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    Types of Restaurant Complaint Letter

    A complaint letter to the restaurant about food poisoning

    These are letters written to food handling institutions/premises such as bars, restaurants, or cafes for serving their customers with poisoned foods. These letters include?

    • Name and address of the complainant
    • The date you are writing the letter
    • Name and address of the recipient
    • Salutation
    • Date and type of food you ate
    • Proof of food poisoning
    • Transaction details (receipts)
    • Action response you’d want to be done
    • Sign off

    Complaint letter for food quality

    These letters are written to restaurant managers addressing your dissatisfaction with the quality of food served to you. These letters include the following:

    • The complainant name and address
    • The date’s you are drafting the letter
    • Name and address of the recipient
    • Salutation
    • An explanation of your dissatisfaction
    • Sign off

    Complaint letter for insect in the food

    These letters explain how discontented you are after finding insects in your meal. They often include:

    • Your address
    • Date
    • Hotel managers name & address
    • Salutation
    • Your complaint
    • Recommend an action
    • Conclusion

    Complain letter for the poor quality of food products

    These complain letters are often written to launch a complaint about being served with substandard food products. They often include the following:

    • Name and address of the complainant
    • The date you are writing the letter
    • Name and address of the recipient
    • Salutation
    • Your complaint
    • What action you would like to be taken
    • Documents such as receipts
    • Sign off