How to write a formal letter of complaints

Johnson ; Updated September 29, A letter of complaint can be a necessary in certain situations. In certain situations at your job, you might have something that you need to complain about. For important or significant complaints, you should write a formal letter. This leaves a record of your grievance and makes it more likely that something will be done.

How to write a formal letter of complaints

Blog Formal Letter of Complaint There are a lot of times when you are not satisfied with a product or the services offered by a certain company, the best way to revert to them is by writing a formal letter of complaint.

These letters are effective way to express your dissatisfaction about the product or service. It is here where you can give a clear picture of the problem you are facing.

Always remember to include all the details of the transaction in the letter. No one likes complaining but in some occasion this is the only way to bring up a concern to settle grievance. These letters are always effective if used properly. Instruction for writing a formal letter of complaint: If you are ripped off that you have been not treated well or experienced an out-of-line transaction, then you have all the right to complain.

The points you mention in the letter should be specific. Keep in mind that the more detail you provide about the transaction, the better it will be to get your complaint in the forefront.

If the complaint is in a store, have a receipt that has the detail of the time and a visible date stamp. If the complain has to do with call-in transaction, make sure you have the names of the person s you have talked to along with the record of what you have asked for or told to. If you are involved with a series of events, include the details of each.

Mention clearly about what kind of results of your complaint you want to get and be fair and realistic in the letter. And at times you may be lucky enough to get half the price of your purchase.

If your grievance is about the procedures, be specific in the letter as to what you would like to change. Be clear while writing the letter and put forward what you want. And yes the last thing you need to know is to send to the right person.


Never address to a general mailing address such as, "to whom it may concern" or something like, "customer service.

In the letter, use a professional tone or something like a business tone. These may help you get positive reply than using nasty remarks or derogatory words. The letter should sound professional and be to the point.

how to write a formal letter of complaints

You can instead describe exactly what happened and how inconvenienced you were with whatever occurred. Giving an explanation for your complaint will help to frame the action in a new light.

You may also bring up a point that was never considered before. Here is a sample formal letter of complaint that can help you and give a basic idea as to how to write one:Complaint letter tool If you prefer, you can print the letter and send via the post.

Remember to attach or include any relevant documentation, such as a receipt or photo of the faulty product, when you send the letter. How to Effectively Issue a Medical Complaint When to Write a Formal Complaint Written complaints take valuable time and effort for you and for the professionals who must re- If your letter goes unanswered, you can either call or write another letter.

My preference is to telephone. Depending on the response to your call, you may choose. How to Write a Formal Letter In today’s Internet- and email-driven society, the need to write a formal letter arises less often than in the past.

However, it is still occasionally necessary to present a formal letter to obtain information, to apply for an academic program or a job, to complain about a product or service, or simply to express. Handling your own complaints can be a very easy process. If you are dissatisfied with a product or service, a fast and efficient way to get your complaint resolved is to express this dissatisfaction to the retailer or the manufacturer.

Whether you already know how to write a formal letter or you’re still a beginner at writing one, you can make use of this tips when writing a formal letter: 1.

Be concise and K.I.S.S. If you want your complaints to be attended to and be regarded with respect, treat the receivers of your complaint letter . Write a complaint letter. Complaint letter example. Below is an example of a complaint letter: Dear Manager.

RE: COMPLAINT ABOUT FAULTY TELEVISION CABINET PURCHASED AT CABINET WORLD ON 15 DECEMBER I am unhappy with the quality of a television cabinet I bought at 5 Street on 15 December and I am writing to .

How to write an effective complaint letter | Consumer Information