How to Write a Business Complaint Letter

Writing a professional and well-crafted letter can help you get results when complaining about poor service or damaged goods. This blog will cover the basics of creating an effective business complaint letter that will get your point across without being too aggressive.

Keep reading to get started on your complaint!

What Is a Business Complaint Letter?

A business complaint letter is a formal document to voice dissatisfaction with a product or service. It’s typically sent by a customer, employee, or another party who has been affected. The letter’s goal is to ensure the problem gets resolved promptly and that you receive the proper compensation for any losses incurred.

Steps to Creating Your Complaint Letter

black pen on white paper
Photo by Ire Photocreative on Unsplash

Step 1: Gather Your Facts

Before drafting your complaint letter, ensure you have all the facts together. This includes gathering any documentation or other evidence that can support the claims made in your letter. You should also include contact information such as names, dates, etc., so it’s easy for the recipient to get back to you if needed.

Step 2: Start With a Professional Salutation

Begin your letter with the proper salutation. Address it to the correct person or department, making sure to use the recipient’s full name and title if possible.

Step 3: Explain Your Problem Clearly

In this section of your complaint letter, explain what happened and why you are disappointed or unsatisfied. Provide evidence, such as receipts, photos, etc., that support your claims. Make sure to remain professional throughout the entire letter, so you don’t come across as aggressive or demanding.

Step 4: State Your Desired Resolution

Let the company know what course of action you would like them to take to resolve the issue. Be specific and provide a timeline.

Step 5: Close Professionally

Conclude your letter with a professional closing, such as “Sincerely,” followed by your name, signature, and contact information.

Business Complaint Letter Template

If you’re struggling to compose a complaint letter, we’ve created a template below that you can use as a starting point.

Your Name

Your Address

Date

Receiver’s Name and Title

Company name

Address

Dear (Name),

I am writing to express my disappointment in the service/product I received from your company on (date). As described below, I found (the problem) to be less than satisfactory.

(Describe the problem in detail here.)

This issue should be resolved by (desired resolution). Be sure to contact me at your earliest convenience to discuss this further and reach an appropriate solution. Thank you for your timely attention to the issue on the ground.

Sincerely,

Your Name

Your signature (if sending a hard copy)

Your Contact Information

Conclusion

Writing a business complaint letter can be a manageable task. By following the tips outlined in this blog post, you can ensure that your message gets across while remaining professional throughout the entire process. With careful planning and consideration, you should be able to create an effective complaint letter that will get results!

How to Write a Business Complaint Letter

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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