Tips for Writing a Formal Letter of Complaint

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.

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.

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