Tips for Writing a Formal Letter of Complaint

A formal letter of complaint is written when the person…

A formal letter of complaint is written when the person is dissatisfied with the service or goods ordered previously. This form of the letter is preferred when we are dissatisfied with the product as it ensures the matter is taken care of properly.

What Is a Complaint Letter Format?

A formal letter of complaint is written to the concerned authorities when we are dissatisfied with their service. Complaint letters can be written for a variety of reasons, including misconduct, grievance, offense, resentment over a product or service, and so on.

When we order something, and it arrives defective, we may write a letter to the linked person to express our dissatisfaction with the goods. As a result, the concerned authority will take appropriate action in response to the complaint.

Why Do We Write a Complaint Letter?

There could be situations when something happens that you or someone related to you does not agree with. In such cases, writing a formal letter of complaint is the first step in the process of trying to collect the compensation for damages.

Complaint letters are used for various business purposes. They are sent to people or entities such as companies, charities, or schools that you believe have not met their responsibilities. It might be that they are breaking their contract or violating their terms of service.

If a company has failed to meet its obligations or mistreated you, follow the rules and write a formal complaint letter.

A black mail box on the side of a road.
Photo by Davide Baraldi on Unsplash

Tips to Write a Formal Letter of Complaint

Following are some of the essential tips to help you write an effective complaint letter with a professional tone.

  • Write the letter in a polite tone. Even though you have a complaint and are frustrated, you should still write the letter respectfully. It will leave a positive impression on the recipient and increase your chances of receiving a resolution.
  • Always begin your letter by introducing yourself on the left side.
  • Remember to mention the date of writing the letter.
  • Must mention the letter of the recipient along with the Pin code.
  • The subject line should include the purpose of writing the letter.
  • Begin the letter with a formal greeting or salutation.
  • Introduce yourself in the first paragraph, followed by the reason for writing the letter in clear and concise language.
  • Give a summary of the complaint and the troubles it is causing you in the second paragraph. Do not stray from the main subject.
  • The third paragraph should contain the conclusion, where you state your problem resolution.
  • End by thanking the person for taking the time to read your letter.
  • Check out any grammar and spelling errors if necessary.
  • Ensure that you keep the reader involved with the letter by highlighting important points.
  • Make sure to format your letter correctly.

To Wrap Up

When things don’t go the way you think they should, you need to speak up about it. There could be times when a company fails to offer the required services or a product you purchased fails to meet your expectations.

You should submit a letter of complaint to voice your discontent in such scenarios. Formal letters of complaint primarily express dissatisfaction or displeasure with the actions, person, or company being written to.

Frequently asked questions

How do you end a letter of complaint response?

  • Please respond to customer concerns specifically.
  • Acknowledge any mistakes you made.
  • You must tell us exactly what you intend to do (or have already done) to make it right.
  • Provide examples of how you can improve customer experience in the future.

How do you format a formal letter?

In order to write a formal letter, the sender’s address, date, receiver’s e-mail address, subject, salutation, body of letter, complimentary closing, and finally, a signature (in block letters.

How do you start a formal complaint letter?

The complaint letter usually begins with the sender’s information, the address, and the date, and then the letter itself. During the opening paragraph, you should state your intent to write, and the entire text should provide details about the subject.

What is most important in a letter of complaint?

Provide your thoughts on the issue and how long it will take to get it resolved. You should make sure you are reasonable in asking a specific response. Include copies of any documents related to your problem, such as receipts, warranties, repair orders, contracts, etc.

How do you write a formal complaint?

If you are writing a complaint letter, you should describe your problem and your desired outcome. Consider key dates, such as when you purchased goods or services or when they occurred. What action you have already taken to fix the problem and what you will do if the seller and you cannot resolve the issue.

What is an example of a complaint?

You are unhappy because __________ (the reason you are unhappy). To solve this problem, I would like you to __________ (what you want your business to do). When I was informed of this problem, I contacted __________ (name of the person and date of the call) at your company, and was informed that nothing could be done about it.

What is the tips of writing a complaint letter?

  • Keep it simple and concise.
  • Tell us what you want to do and how long you want a response.
  • Do not write an angry, sarcastic, or threatening letter.
  • Copy pertinent documents such as receipts, work orders, and warranties.

How do you complain effectively at work?

Rather than looking for the cause of your complaints, send an immediate message. Talk to the person who yelled at you. Listen to their boss if they don’t listen. If you don’t like that idea, then say “Hold on.” when it happens.

What is the tone used in a complaint letter?

This type of letter is not simply intended to complain, but rather to receive compensation in some way. Therefore, the tone should, at worst, be neutral. A firm tone should be maintained, but respectful, and not aggressive, accusatory language should be avoided.

What is the difference between a complaint and a formal complaint?

In order to inspect complaints, a Compliance Officer is assigned. There are complaints made anonymously, by former employees, or by individuals who did not sign the complaint.

How do I write a letter complaining about an unfair workplace?

  • Identify exactly what kind of workplace harassment has occurred.
  • Give details of the harassment.
  • Make an introduction to yourself and your purpose.
  • The harassment must be explained.
  • Let me briefly describe how you responded.
  • Provide a solution
  • Use only offensive words.
Tips for Writing a Formal Letter of Complaint

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

Writing a Formal Letter for Leave Application

Looking to write a formal letter for leave application? That’s not surprising. What is a Leave Application? Allowing for a…

May 19, 2022

When to Use a Formal Warning Letter

Are you wondering when to write a formal warning letter? What is a Formal Warning Letter? A warning letter is…

May 19, 2022

Writing a Subject Line in Formal Letters

Writing a subject in a formal letter is not as complex as you imagined. What is the Subject Line in…

May 19, 2022

Writing a Cover Letter for a Report

Are you looking to write a cover letter for formal report? You’re in luck — this article explores the detail.…

May 19, 2022

A Guide to Salutation of a Formal Letter

Salutation of a formal letter can exist in various forms. What Is a Salutation? A salutation is the greeting used…

May 19, 2022

Learn to Cite Formal Letter Enclosure

For people who send business letters on a regular basis, knowing how to cite a formal letter enclosure is essential.…

May 19, 2022

Write a Request Letter for Hotel Reservation

It’s best to prepare a formal letter for a hotel reservation ahead of time to prevent the stress of last-minute…

May 19, 2022

Guide to Formal 30 Days Notice Letter

If you want to notify your landlord about your desire to leave your rental home, you should give formal notice.…

May 19, 2022

How to Write a Withdrawal from School Letter

Sometimes, you can’t prevent it. You need to write a formal withdrawal letter from school for your child. This could…

May 19, 2022