A travel complaint letter is a formal letter usually written to a travel company/agent or a tour operator to express your dissatisfaction with the arrangements made during the trip, and the inconvenience you had to face due to the same. These issues may include the late departure of flights, improper arrangements for accommodation or bad behavior of the staff or crew. However, you will have to provide sufficient proof with your letter of complaint if you are seeking a refund or an apology from the company.
5 Steps to Write an Effective Travel Complaint Letter
Step 1: Mention the Name and Address of the Company
The complaint letter should be addressed to the travel company or agency under whose name the bookings have been conducted. You also need to add your own complete details in the letter, including your email address and phone number, as this will help the agent locate your name on the booking list faster.
Step 2: Use a Polite But Firm Tone
Use a polite tone throughout the letter while you give an account of the disappointing service you were provided with. If you are keen about a refund, specify the amount and in what manner you want your refund credited to your account. On the other hand, if you are seeking action against a particular employee, state that you would like to see appropriate action taken against him/her as early as possible.
Step 3: Keep the Letter Short
A complaint letter should be as brief and concise as possible, covering all the points in two or three short paragraphs. Do not go into too much detailing, as it is highly unlikely that the letter will be read completely. Keep your sentences short and go straight to the point to cover the issues that deserve attention.
Step 4: Attach Sufficient Proof
If you are claiming a refund, you need to attach a copy of your tickets, booking slips and hotel details with your complaint letter. The amount of refund you get will depend on the validity and correctness of the proof that you provide. Therefore be sure to preserve and submit these necessary particulars.
Step 5: Include Your Bank Details
If you are sure to receive a refund from the company, include your bank details in the letter at the end. On scrutinizing your complaint if you are found to be eligible for a refund, they will need your bank account number and related details to transfer your compensation amount.
10+ Travel Complaint Letter Templates
1. Basic Complaint Letter to a Tour Company
This is a sample complaint letter template which can be used as a guideline to frame a complaint letter regarding faulty hotel accommodation services during a trip. In this case, a complete refund can be demanded because the lady in question never got the services she had paid for, and she has enclosed a suitable proof of payment.
2. Simple Travel Letter of Complaint
This is a simple complaint letter template but detailed complaint letter in which the traveler has pointed out many issues due to which the trip was a disappointment for him/her. Although the individual has not pressed for a refund, he has given the travel agency enough reason to introspect and make amends in the future.
3. Editable Travel Complaint letter
This is a well-drafted travel complaint letter in Word which deals with the sensitive issue of discrimination against differently abled people. Here the complainant is suffering from impaired vision and has faced problems due to lack of sensitivity by some people concerning the same. The letter is completely editable in MS Word.
4. Standard Travel Letter of Complaint
This is a standard travel complaint letter template sample written by a customer to a travel agency, stating that he is very disappointed by the services he received on his wedding anniversary trip, the details of which are mentioned in the letter. The customer has made it clear that he is expecting a partial refund or a proper discount in the future.
5. Printable Letter of Complaint
Here again, is a printable sample complaint letter example which a customer has addressed to the travel agency which arranged his holiday. He found the accommodation and food below standard and is pressing for compensation since his family has had to suffer due to the unhygienic food and bad service. You can go ahead and use this template as a basic layout to write a complaint letter of your own.
6. Sample Flight Travel Complaint Letter
This is a sample complaint letter in which the customer has given details of all the inconvenience he has had to go through because of an overbooked flight, even though he had booked his ticket in advance. The customer has demanded a refund within a definite period of time, to avoid escalation of the matter.
7. Travel Complaint Letter Format
This template is a sample travel complaint letter in PDF dealing with the issues faced by a now irate customer, due to the rude behavior of a crew member on a flight. The complainant does not go into further details of the incident, although he/she feels that the crew member should be reprimanded for his unruly behavior.
8. Initial Letter of Complaint to the Tour Operator
This is a sample template which gives you the outline of a travel complaint letter. This complaint letter in Word format covers all the possible issues that can be faced by customers and can be suitably personalized to suit your individual purpose. Since the template is created in MS Word, it is very easy to edit and print.
9. Sample Travel Complaint Letter
This is a sample free complaint letter that can be used by customers who may face a lot of inconvenience due to a delay in flight timings. The customer can demand a suitable compensation to make up for the financial losses he has had to bear. You can easily edit and print this letter in Microsoft Word.
10. Travel Complaint Letter Download
Here is another sample template complaint letter generator in which a customer has had to face considerable distress because of her luggage being misplaced during the flight and could never be traced. The customer is thus eligible for a suitable compensation as she has submitted sufficient proof regarding the matter.
11. Travel Complaint Letter Layout
This sample complaint letter generator is created to give you the outline of a travel complaint letter which involves the improper seating arrangement for children in flights. It is a formal letter to the authorities, demanding suitable action to solve the issue. This is an editable template which is easy to download and print.