Complaint Letter Format: Letters written to authorities citing dissatisfaction of services rendered by them are generally called complaint letters. Complaint letters should be addressed in a formal tone. Nowadays, online shopping is popular worldwide, and when we purchase products and get to see their original feel only after receiving them, chances are they may turn out to be defective at times. When products are not up to the mark, and we are dissatisfied with our purchases, we can complain against the provider and get our goods exchanged or returned. Regarding service complaints, authorities can only take actions against the wrongdoer when we cite our complaints in a neatly addressed letter.
In general matters, we see roads laden with potholes, hospitals not providing proper medical attention to their patients, officials accepting bribes and many other loopholes in our system. It becomes the right of every citizen to stand against these malpractices by writing about them in complaint letters and bringing these issues to the fore in front of concerned departments.
Common reasons for grievance, offence, resentment, product defectiveness, poor services and wrongdoing can complain through official letters. The Consumer court grants every citizen rights to speak up against cheating or deception by raising their voices through written letter complaints to the right authorities. This article provides formal complaint letter writing formats and samples to benefit the general public and the student communities.
General Format of Complaint Letter
- 1 General Format of Complaint Letter
Complaint letters written to authorities or anybody in general citing disputes, dissatisfaction over products/ services should be prepared in a standard format:
Sender’s name and address
Receiver’s name and address
Body of the Letter:
Introduction of the complaint in the 1st paragraph.
A detailed description of the complaint with facts in the 2nd paragraph.
Request for action and conclusion in the 3rd paragraph
How To Write A Complaint Letter?
Use these tips in complaint letters to leave a mark with authorities and push them towards taking the right actions:
- Be polite and courteous in your approach. You may have faced a very big disheartening problem that created losses on your end, yet you have to state your issues with a good resolution in the letter.
- Introduction of the person writing the letter is essential.
- The date of writing the letter together with the recipient’s details should be mentioned.
- Subject line should be boldly stated.
- Greet the concerned authority with due respect, and don’t let your problems reflect on them.
- Mention your problem with facts and data in the 1st paragraph of the letter body. Use simple language such that the recipient understands your complaint.
- Describe your complaint and suggest a probable solution that can be worked upon towards resolving your matters in the 2nd paragraph.
- Supplement your letter with any additional data or extra information related to the central issue and conclude with proper care in the 3rd paragraph.
- Be thankful to the person reading and attending to your complaints.
- Proofread your letters such that they don’t contain any grammatical or obvious errors.
- Be nice with your presentation and clear with your expressions.
Samples of Complaint Letter
Complaint letter samples vary according to the type of dispute, disagreement or poor services offered by the person in charge. Check them out here:
Complaint Letter for Poor Service
Complaint Letter to Management
In an office environment there are different departments, each with its specific expertise. To bring any matters to the fore or seek a solution to the problem, the management should be involved. Take a look:
Complaint Letter to Employer about Salary
Complaint Letter for Receiving Damaged Goods
FAQ’s on Complaint Letter Format
1. What is the definition of a complaint letter?
A letter written to complain against the poor quality of goods or services to authorities is usually the subject matter of complaint letters.
2. What is the purpose of a complaint letter?
A complaint letter is normally written with the intention of bringing to authorities’ notice any wrongdoing, deception, theft, offense, grievance or dissatisfaction over poor rendition of goods and services.
3. What are the attachments to be made along with complaint letters?
Usually, complaint letters are attached with a copy of the documents that support the complainant’s claims of wrongdoing.