Restaurant complaint letter template
To address a poor experience at a restaurant, follow this clear and direct structure for your complaint letter.
Contact Information
Begin by including your contact details at the top of the letter. Include your full name, phone number, and email address so the restaurant can reach you easily for follow-up.
Example:
John Doe
Phone: 555-123-4567
Email: [email protected]
Introduction
Open by stating the purpose of your letter. Mention the date of your visit and any relevant reservation details, such as the time, location, or the party size.
Example:
Subject: Complaint Regarding Visit on January 15th, 2025
Dear [Restaurant Manager’s Name],
I am writing to address a recent experience I had at your restaurant on January 15th, 2025. My family and I had a reservation for four at 7:30 PM at your [Restaurant Name] location.
Details of the Experience
Clearly describe the issues that led to your dissatisfaction. Provide specific examples, including details like the quality of food, service, atmosphere, or cleanliness.
Example:
Unfortunately, we encountered several problems during our visit. Our waiter, despite being friendly, was inattentive. We waited over 30 minutes before our orders were taken, and another 45 minutes for the food to arrive. When the meals finally came, two dishes were cold, and one was incorrect.
Resolution Request
Specify what you would like as a resolution. Whether it’s a refund, an apology, or another form of compensation, being clear about your expectations will help facilitate the process.
Example:
Considering the poor service and the issues with our meals, I would appreciate a refund for the two incorrect and cold dishes. I am also requesting an apology from your staff for the inconvenience caused.
Closing
End your letter politely, expressing hope for a quick resolution. Thank the manager for their time and attention.
Example:
Thank you for taking the time to address this matter. I look forward to hearing from you soon and hope that my next experience at your restaurant will be much more pleasant.
Sincerely,
John Doe
Essential Details to Include in Your Complaint
Maintaining Courtesy Throughout
Reaching Out to the Appropriate Recipient
Anticipating the Reply and Next Steps
Begin by being clear and specific about the issue you encountered. Mention the date, time, and location of the incident, including any relevant order or reservation numbers. This will help the recipient quickly identify the circumstances of your complaint.
Be polite and respectful while explaining the problem. Maintain a calm tone throughout your letter, as this is more likely to receive a positive response. Avoid using harsh language or accusations; focus on how the situation made you feel and the impact it had on your experience.
Address your letter to the proper individual or department. If you’re uncertain, reach out to customer service or the general contact provided by the restaurant. Make sure you are contacting someone who has the authority to handle your concerns.
Preparing for the Response
When submitting your complaint, be prepared for various outcomes. The restaurant may offer a resolution, such as a refund or replacement, or they might provide a detailed explanation. Stay open to their response and be clear about your expectations, whether it is a resolution or acknowledgment of your concern.