Sample Formal Complaint Letter Templates

When situations deemed to be undesirable arise, there are various ways of dealing with it. One way is by personally talking to the person/persons causing it or by calling/e-mailing them if you happen to know their contact details. Most of the time, this works. But when push comes to shove, you have to start dealing with things in a more professional manner. You can do so by filing a complaint letter against that person. Complaint letters should be written with utmost care and your words need to be chosen carefully since you want to avoid further misunderstandings. We have eight sample letters in this article that can help you out should there be a need for you to file a complaint letter.

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Complaint Letter For Students

[Your Name]
[Your Student ID (if applicable)]
[Your Course or Year]
[Your Contact Information]
[Date]

[Recipient’s Name or “Head of Department/School Administrator”]
[Their Position]
[Department or School Name]
[Institution Name]

Dear [Recipient’s Name or “Sir/Madam”],

I am writing to express my concern regarding [briefly state the nature of your complaint, such as “the condition of the facilities in the Science Building” or “the handling of course schedules by the administration”]. This issue has significantly impacted my [and other students’] educational experience, and I feel it is imperative to bring it to your attention.

Specifically, I have observed the following problems:

• [Detail problem #1, e.g., “The air conditioning in the main lecture hall has not been functioning for the past two weeks, resulting in an uncomfortable learning environment.”]
• [Detail problem #2, e.g., “There has been a lack of communication regarding the changes in the course schedule, causing confusion and conflicts with other commitments.”]
• [Add more details if necessary].

I understand that addressing such issues can be challenging, but I believe it is crucial for ensuring that all students have access to a conducive learning environment. Therefore, I respectfully request [mention any specific actions you are hoping will be taken, e.g., “a timely repair of the facilities” or “a more transparent communication process regarding academic scheduling”].

I am eager to work with you to find a resolution and am available to discuss this matter further at your convenience. I appreciate your attention to this matter and look forward to your prompt response.

Thank you for your understanding and cooperation.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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Complaint Letter For Poor Service

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Company Name]
[Service Provider’s Name, if applicable]
[Company Address]
[City, State, Zip Code]

Dear [Service Provider’s Name or “Manager”],

I am writing to formally complain about the unsatisfactory service I received from your company on [date of the service]. I have been a customer of [Company Name] for [duration], and it is extremely disappointing to encounter such poor service.

The main issues were as follows:

• [Describe the first issue (e.g., “The service was significantly delayed without any prior notification.”)].
• [Describe the second issue (e.g., “The staff was unprofessional and unhelpful during the service.”)].
• [Continue listing other issues as necessary].

This experience was not only frustrating but also caused [mention any inconveniences, if applicable, like wasted time, financial loss, etc.]. I had expected a much higher level of service from a company of your standing.

To resolve this matter, I would appreciate it if you could [state the resolution you want, e.g., offer a refund, provide the service again, etc.]. I believe this action will confirm your commitment to quality service and customer satisfaction.

Please contact me at your earliest convenience to discuss this matter further. I can be reached at [phone number] or [email address]. I look forward to your reply and a resolution to my problem and will wait until [set a time limit, e.g., two weeks] before seeking help from a consumer protection agency or the Better Business Bureau. Please advise me on what you intend to do.

Thank you for your attention to this matter.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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Complaint Letter to a Company

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient’s Name or “Customer Service Manager”],

I am writing to express my dissatisfaction with [describe the product or service, including any relevant serial or model numbers, or service performed] that I purchased on [purchase date] at [location, if applicable].

Despite my expectations for the quality and service promised by your company, I have encountered several problems with the product/service, which include the following:

• [Detail problem #1, e.g., “The product does not operate as advertised.”]
• [Detail problem #2, e.g., “I have made multiple attempts to resolve this issue through your customer service with no success.”]
• [Add more details if necessary].

This issue has not only caused frustration but has also [mention any additional impacts, e.g., “led to significant inconvenience and additional expenses”]. I had expected a much higher standard of service from a reputed company like yours.

Therefore, I request [mention your desired resolution, e.g., a full refund, exchange, repair, etc.] to rectify this issue promptly. I believe this resolution will uphold the reputation of your company for future customers and myself.

Please respond to my complaint within [mention a time frame, e.g., “10 business days”] of receiving this letter. I am looking forward to your reply and a resolution to my problem. I can be reached at [your phone number] or [your email address].

Thank you for your attention to this matter.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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Letter of Complaint to Management

[Your Name]
[Your Job Title]
[Your Department]
[Your Contact Information]
[Date]

[Manager’s Name]
[Their Job Title]
[Department or Division Name]
[Company Name]

Dear [Manager’s Name],

I am writing to bring to your attention a matter that has been causing significant concern and affecting my ability to perform my duties effectively. This issue pertains to [describe the specific problem, such as issues with a coworker, unsatisfactory working conditions, lack of resources, etc.].

Despite my efforts to address the issue [describe any steps you have taken, such as talking directly to a coworker, seeking help from HR, etc.], the problem has persisted. It has impacted my work in the following ways:

• [Detail the first way the issue has affected your work, e.g., “It has decreased my productivity due to…”]
• [Detail the second impact, e.g., “It has created a stressful work environment by…”]
• [Add more details if necessary].

I feel that these issues are not only affecting me but could also impact the overall performance of our team/department if not addressed promptly. Therefore, I respectfully request [suggest a potential solution or request a meeting to discuss the matter further].

I am committed to maintaining a positive and productive work environment and am confident that with your assistance, we can resolve this matter efficiently. I would appreciate it if we could meet at your earliest convenience to discuss this further.

Thank you for your attention to this important matter. I look forward to your prompt response.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

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How to Write a Complaint Letter?

Writing an effective complaint letter involves clearly articulating the problem, stating the expected outcome, and maintaining a professional tone throughout. Here’s a step-by-step guide on how to craft a complaint letter:

1. Start with Your Contact Information:
   • Include your name, address, phone number, and email address at the top of the simple letter. This helps the recipient to know how to respond to you.
2. Add the Date:
   • Write the date on which you are writing the letter.
3. Include Recipient Details:
   • Add the name, title, company name, and address of the person or office you are addressing.
4. Open with a Formal Greeting:
   • Use a formal salutation such as “Dear Mr./Ms. [Last Name],” or “To Whom It May Concern,” if you do not know the name of the person.
5. State the Purpose of Your Letter:
   • Begin by stating why you are writing the letter. Mention the specific product or service, along with any relevant details like dates and locations.
6. Describe the Problem:
   • Clearly and concisely describe the issue you faced. Include relevant details such as serial numbers, model numbers, or specific events. Stick to the facts and avoid emotional language.
7. Specify the Outcome You Want:
   • State what you expect as a resolution to your complaint. Be specific about what you want done and by when. If you want a refund, replacement, or compensation, mention this explicitly.
8. Attach Supporting Documents:
   • Include copies (never originals) of receipts, warranties, contracts, or other documents that support your claim.
9. State Previous Attempts to Resolve the Issue:
   • If you’ve previously contacted the company regarding the issue, mention this in your letter. Include details about whom you spoke with and the response you received.
10. Request for a Response:
    • Ask for a response within a specific time frame, e.g., two weeks. Provide how you can be reached, emphasizing that you are looking forward to resolving the matter amicably.
11. Close Formally:
    • Thank the person for their attention to the matter. Use a formal closing such as “Sincerely,” followed by your signed name and printed name.
12. Proofread Your Letter:
    • Before sending the letter outline, proofread it to ensure there are no spelling or grammatical errors, and that it conveys your issue clearly and professionally.

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What Are the Reasons for Our Complaints?

We complain for some reason. Some complain about life, others complain about work, and still others complain about senseless stuff just because they want to. So here are some reasons why people complain. You may also see Sample Formal Complaint Letters and Sample Business Complaint Letters.

1. Most complaints are about faulty products or defective products that they have purchased.

2. Aside from faulty products, we also find it unsatisfactory to be provided with bad service or bad customer service.

3. We tend to complain about how we get treated, either personally or though a customer service representative over the phone.You may also see professional letter Formats

4. We complain about discounts, promos, and advertisements that are not what they say they are.

5. We complain if a certain service person or employee is rude to us or if they are not paying attention.You may also see apology letters.

6. We complain if we encounter issues that no one seems to resolve or that no one knows if there is a resolution.

7. We complain about billing issues, especially if we get overcharged or charged for something we did not even use. It is just so disappointing to pay for something we did not use. We feel strongly about this because we work hard to earn money.You may also see consumer complaint forms.

8. People complain about internet connection problems. This is now becoming a big deal since almost all businesses utilize the internet. People would often say that they are losing millions because their internet connection is down.

9. We have complaints about landline or cell phone reception problems.You may also see letter formats.

10. We complain about cable TV problems.

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Complaint Letter Parts

The parts of a complaint letter are very much similar to any type of formal letter (see Formal Letter Examples). It includes the following:

1. Date.

This pertains to the date when the letter was written or sent.

2. Sender’s Details.

This includes the sender’s address and contact number.You may also see business complaint letters.

3. Recipient’s Details.

This includes the recipient’s address and contact details (if known).You may also see letter of complaint.

4. Salutation.

Start with a respectful and formal greeting.

5. The Body of the Letter.

This is the part where the sender will state the reason why a complaint letter is being sent to the recipient.You may also see complaint letter format

6. Closing Salutation.

End with a complimentary and respectful ending.Affixed signature over printed name of the sender.You may also see complaint letter examples.

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Platforms to Be Used in Sending Complaint Letters

There are multiple ways of making sure that your complaint letter gets sent to the recipient. Here are some of the ways you can do so:

1. Handing the letter personally.

This can be easily done especially if you are complaining against a neighbor or a tenant (if you are a landlord).You may also see response letters.

2. Certified Mail. 

This is applicable if you are complaining about a service or product-oriented business or organization such as grocery stores or department store. If a return receipt is available, you can include a photocopy of your letter.You may also see professional letters format

3. E-mail.

These can serve as a backup method.You can refer to more samples at Complaint Letter Samples.

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Formal Customer Complaint Letter Template

Features of a Complaint Letter

A well-crafted complaint letter should have several key features to ensure it’s effective and elicits a positive response from the recipient. Here are the essential features of a complaint letter:

1. Clarity: The sample letter should clearly state the purpose right at the beginning, ensuring there’s no ambiguity about why it’s being written. It should clearly outline the facts, including dates, locations, and other relevant specifics, without unnecessary details.
2. Conciseness: While detail is important, the letter should also be concise. It should provide all the necessary information about the issue without being overly verbose, which helps maintain the reader’s attention and ensures the main points are not lost in too much text.
3. Tone: The tone of the letter should be formal and polite. Regardless of how frustrated or angry you might be, a respectful tone is more likely to result in a positive outcome. Avoid aggressive or accusatory language, which could put the recipient on the defensive.
4. Objective Language: The letter should focus on facts and maintain an objective tone. Personal opinions and emotional comments should be minimized or avoided altogether. This approach helps in presenting a professional demeanor and makes the complaint more credible.
5. Specificity: The basic letter should be specific in detailing the complaint. This includes specifying what went wrong, how it deviated from the expected service or product standards, and any relevant model or serial numbers. It should also specify the desired resolution, whether it’s a refund, replacement, compensation, or another form of remedy.
6. Documentation: Where applicable, the letter should reference and include copies of supporting documents. This could be receipts, warranties, email correspondences, or photographs. These attachments serve as evidence to support your claims.
7. Request for Action: The formal letter should clearly state what actions you expect to be taken as a response to your complaint. This might include a deadline for when you expect these actions to be addressed.
8. Formal Closing: The letter should end with a formal closing statement, thanking the recipient for their attention to the matter and indicating your anticipation of their reply.
9. Contact Information: It should provide your full contact information, including your phone number and email address, making it easy for the recipient to respond.
10. Proof of Delivery: For particularly serious complaints or when dealing with larger companies, it may be advisable to send the letter via a method that confirms delivery, such as registered mail or another trackable service.

These features ensure that the complaint letter is not only professional and courteous but also effective in communicating the issue and your expectations for resolution. You can also see more on

Formal Email Complaint Letter Template

Writing an Excellent Complaint Letter

When a complaint letter writing is easy to understand and is strong in demeanor, it will be powerful and will be very effective in resolving the problems. It might seem like a chore to write one, but you have to think that it could result to you never having to deal with the problem again. In order to write an excellent complaint letter, you can refer to the tips below.You may also see response letters.

1. Your letters should list down the complete details of the incident—Did it occur more than once? What was the effect of the occurrence to you? When did this happen?

2. Your letters should have an assertive tone but should not be harsh with the choice of words and should still have a sense of friendliness to it.You may also see grievance letters

3. Your claims should be factual. If you have evidence, you should attach these to the complaint letter.

4. You can suggest ways in resolving the situation. You may also see HR complaint forms

Always put yourself in the shoes of the reader and consider his/her feelings.

The complaint letter templates in this article will help you out. These are available in both PDF (.pdf) and Word Document (.doc) format making them easy to edit and store in your devices. To make use of the templates, just choose the one you prefer and click on the Download button. You can also check out formal business letters.

How do I write a complaint letter for unprofessional behavior?

Start by clearly stating the date and details of the incident, describing the unprofessional behavior factually. Request corrective actions or an apology, and include any supporting evidence. Maintain a formal, polite tone throughout the letter.

What not to write in a complaint letter?

Avoid personal attacks, overly emotional language, and assumptions about intent. Do not include irrelevant details or legal threats unless you are prepared to take legal action. Keep the tone professional and focused on resolution.

How to begin a complaint?

Begin with a straightforward sample statement of the issue, including where and when it occurred. Identify yourself and any relevant account or transaction numbers, and clearly state that the purpose of your letter is to lodge a complaint.

How long should a letter of complaint be?

A letter of complaint should be concise, typically no more than one page. It should be long enough to provide a clear and complete description of the issue and your desired resolution, but brief enough to be easily readable.

In conclusion, I trust that you will address my concerns promptly and effectively. I look forward to a positive resolution and am willing to discuss this matter further if needed.