15+ Complaint Letter Format – Words to Write, Examples
Complaint Letter Format: If you come across any wrongdoing, you will be charged if you have done it or you should raise a complaint on who did it. These days giving complaints has been a natural habit. Even every small mistake matters to give a complaint. Check out the Letter for Complaining – Writing Tips, Samples, and Examples.
Complaint Letter Format generally consists of the name of the complaint raiser [may or may not be provided], name of the person on which complaint is imposed, reason of the complaint, damage details if any.
Letter for Complaining – Writing Tips, Samples, and Examples
Content in this article
|
Letter Name |
Complaint Letter Format |
|
Letter Category |
Office Letters, Employee Letters, Complaint Letters |
|
Purpose / Subject |
Complaint Letter on a Person |
|
Important Points |
|
|
Where to add “To” |
Top [Formal Type Letter] |
|
Where to add “FROM” |
Either Top or Bottom |
|
Sample Letters |
Word Format |
Also See – Police Station Letter Format – Sample
What is the Complaint Letter Format?
Complaining Letters are those letters which are given the situation is not under control. If a situation doesn’t suit or the work is not under completion, one can complain to the higher official. In this letter, we can show our dissatisfaction or the other person’s negligence in this and ask for an action to resolve it.
What contains in the Complaint Letters?
The complaint letter is of two types.
- The name of the complaint register can be disclosed.
- Name
- Contact Number
- Reason to Complaint
- Issue resolving technique if you know
- Details of the opponent
- The name of the complaint registerer is hidden for security purposes.
- Reason to Complain
- Issue resolving technique if you know
- Details of the opponent
Tips to Write Complaint Letters
Some Tips are given here in order to write complaints in a perfect manner.
Complaint Letter – Examples
Here are some examples of different examples of complaining text messages. Study them to use if you want them.
Complaint Letter to the Manager
Different cases of complaints to a manager
- The toilets in our office are not working properly. It is a minimum basic need for everyone who works in it. We request you to take care of it and get it repaired.
- Respected Sir, The water recycling plant that is in the office has been damaged due to an over the leak. Kindly get it repaired as summer has already peeped in.
- My co-employee [name] is so annoying that he doesn’t work and disturbing me and making me not work. He asks me to play rummy and PubG in the office. Kindly warn him on this aspect
Letter of Complaint to Customer Care
Different cases of complaints to a customer care
- I wish to complain about ____ (name of the product, with the serial number) that I ordered goods on ____ (date and location). I have received them faulty.
- I am complaining because ____ (the reason you are feeling discomfort). To resolve this problem I would like you to ____ (what you want customer care to do).
Police Complaint Letter
Different reasons for complaints to the police officer
- The employee in our company has shared our company private secrets and blueprints of our machinery to other company without our notice. I would like to ask you to take action against him.
- The Manager of our company __________ has been very irritating to ladies working in the company. He is sending vulgar messages and Pictures and making us feel shame. I request you to take action on our manager as soon as possible.
Misbehavior Complaint Letter Writing – Email Format
If you are not in a position to write a complaint letter, then you can send an email to that person if you have the email address. Given here is an email letter to the Manager by a working lady who has been harassed by Co-Worker.
To: manager.com
From: abcd.com
Subject: Letter to the Manager by a working lady who has been harassed by Co-Worker.
Respected Sir,
This is to inform you that I am _______________, the employee of this company. I am a working woman who doesn’t depend on anyone. My co-worker Mr._________ is so annoying and irritating in the office. He is harassing me and send irritating messages and photos on social media. On account of him, there are some personal issues raised in my personal family matters as I am a married woman.
I have warned him not to do like this a couple of times. The harassment has been increased day by day. I request you to please involve in this matter and settle this.
Thanking you
______________
Download Letters for Complaining in .doc Format
| Sample Complaint Letter #1 | Download |
| Complaint Letter Format Sample #2 | Download |
| Police Complaint Letter format #3 | Download |
| Complaining Letter Sample #4 | Download |
Complaint Letter Sample Format
Here’s a sample format for a complaint letter:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position, if known]
[Company/Organization Name]
[Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
RE: COMPLAINT REGARDING [PRODUCT/SERVICE/ISSUE]
I am writing to express my dissatisfaction with [product/service/issue] that I recently experienced with your company. I believe it is essential to bring this matter to your attention in the hope that it can be resolved promptly and effectively.
[Provide a clear and concise description of the issue. Include relevant details such as dates, names of individuals involved, and any reference numbers or order details.]
Despite my previous attempts to resolve this matter through [customer service/other channels], the issue persists. I find this situation unacceptable and believe it does not align with the high standard of service that I expect from your company.
To provide further context, [include any supporting documents or evidence, if applicable]. I believe a thorough investigation into this matter will reveal the need for corrective action.
I kindly request that you address this issue promptly and provide a resolution within [a specific timeframe, e.g., 14 days] of receiving this letter. If necessary, I am willing to discuss this matter further to reach a satisfactory resolution.
Failure to address this concern adequately may compel me to explore other options, including filing a formal complaint with consumer protection agencies or seeking legal advice.
I trust that your company values its customers and is committed to ensuring their satisfaction. I look forward to a prompt and satisfactory resolution to this matter.
Thank you for your attention to this issue.
Sincerely,
[Your Full Name] [Your Signature – if sending a hard copy]
Feel free to customize this template based on the specific details of your complaint and the company’s information. Always keep a copy of the letter for your records and consider sending it through certified mail or with a return receipt for documentation purposes.
Complaint Letter Sample Format
Complaint Letter Samples
These are the examples related to complain letters given to different persons in different cases. They can be downloaded and used by using the links provided above.
Sample Complaint Letter Sample #1
Complaint Letter to the Manager about bad conduct of delivery boys
To
The Manager
____________
____________
From
The Employee
____________
____________
Subject: Complaint Letter on delivery boys for their negligence regarding
Respected Sir,
This is a letter to inform you that our delivery boys are showing their neglect on account of their irresponsibility. Our goods that are to delivered by yesterday to customers are not dispatched till now from our godowns.
By verifying I got to know that this was the negligence caused by the delivery boys and truck driver who are playing cards during working time. Kindly take action on them as we are losing customers day by day.
Hope a quick reaction from your side
Thank you
_________________
Sample Complaint Letter Sample #1
Complaint Letter Format Sample #2
Letter to HR complaining about the lack of servicing to the air conditioners in the office.
To
The HR
_________
_________
From
The Employee
_________
_________
Subject: Letter to HR complaining about the lack of servicing to the air conditioners[A.C] in the office.
Respected HR,
I am ___________, the employee of this company. This is a letter given to you stating the inefficiency of our A.C ‘s in our office. They have undergone servicing before lockdown i.e., in February 2020.
Due to the lack of service, they are consuming a lot of electricity bill and also they are producing a foul smell as water in it are clogged in them. This makes the office atmosphere so unhealthy in these COVID times. Please try to solve this matter soon.
Hoping a quick change
__________________
Complaint Letter Format Sample #2
Police Complaint Letter Sample #3
Letter to Police Officer on local youth gang harassment in the local bus stand
To
The SI
__________
__________
From
__________
__________
Subject: Letter to Police Officer on local youth gang harassment in the local bus stand.
Respected Sir,
This is to inform you that we are the residents of 13th lane, Srinagar colony, Ongole. I am a working woman who travels by local bus from the Srinagar colony to Madhavanagar. For 20 days a local youth gang has been harassing us in the bus stand and by verifying about them in the locality, they are found to be local panipuri vendors who are from Rajasthan.
The harassment has been increased day by day. We request you to come to our locality and verify this.
Thanking you
______________
Police Complaint Letter Sample #3
Complaining Letter Sample #4 – About Lack Of Quality
Complaint on Lack of quality in the items sent to customers.
From
________
________
To
________
________
Subject: Complaint on Lack of quality in the items sent to customers regarding
This letter is written to you to bring you to notice that our materials that are ordered from ________ company are fake and are of low quality. The goods that we are manufacturing a becoming low-grade quality day by day by using these raw materials.
We may better stop the products from that _______ company and might better search for other company supplying same materials. Our customers are going back returning our products.
Customers are our primary. Better change the raw materials to give our customers the best ones.
Hoping to be the best
______________
Complaining Letter Sample #4 – About Lack Of Quality
Customer complaint letter
Here’s an example of a customer complaint letter:
[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]
[Recipient’s Name] [Recipient’s Position, if known] [Company/Organization Name] [Address] [City, State, ZIP Code]
Dear [Recipient’s Name],
RE: DISSATISFACTION WITH [PRODUCT/SERVICE/ISSUE]
I hope this letter finds you well. I am writing to express my dissatisfaction with the [product/service/issue] I recently experienced with your company. I believe it is crucial to bring this matter to your attention to seek resolution and maintain the positive reputation that your company holds.
[Provide a clear and concise description of the issue. Include relevant details such as dates, names of individuals involved, and any reference numbers or order details.]
Despite my previous attempts to address this matter through [customer service/other channels], I have not received a satisfactory response. This has resulted in significant inconvenience for me as a customer, and I am concerned about the impact on your company’s reputation.
To aid in the resolution of this issue, I have attached [include any supporting documents or evidence, if applicable]. I believe a thorough investigation will reveal the need for corrective action.
I kindly request that you address this issue promptly and provide a detailed response within [a specific timeframe, e.g., 14 days] of receiving this letter. Additionally, I expect a resolution that addresses my concerns and prevents similar issues from occurring in the future.
If necessary, I am willing to discuss this matter further to achieve a satisfactory resolution. However, failure to adequately address this concern may compel me to explore alternative options, including filing a complaint with relevant consumer protection agencies.
I trust that your company values its customers and is committed to rectifying any issues promptly. I look forward to your prompt attention to this matter and a resolution that ensures customer satisfaction.
Thank you for your understanding and cooperation.
Sincerely,
[Your Full Name] [Your Signature – if sending a hard copy]
Customer Complaint Letter
Complaint Letter email Format
When sending a complaint letter via email, you can follow a similar format as a traditional complaint letter. Here’s an example:
Subject: Complaint Regarding [Product/Service/Issue]
Dear [Recipient’s Name],
I hope this email finds you well. My name is [Your Name], and I am writing to bring to your attention a matter of concern regarding the [product/service/issue] I recently experienced with your company.
[Provide a clear and concise description of the issue. Include relevant details such as dates, names of individuals involved, and any reference numbers or order details.]
Despite my attempts to address this matter through [customer service/other channels], I have not received a satisfactory response. This has resulted in significant inconvenience for me as a customer, and I am concerned about the impact on your company’s reputation.
To aid in the resolution of this issue, I have attached [include any supporting documents or evidence, if applicable]. I believe a thorough investigation will reveal the need for corrective action.
I kindly request that you address this issue promptly and provide a detailed response within [a specific timeframe, e.g., 14 days] of receiving this email. Additionally, I expect a resolution that addresses my concerns and prevents similar issues from occurring in the future.
If necessary, I am willing to discuss this matter further to achieve a satisfactory resolution. However, failure to adequately address this concern may compel me to explore alternative options, including filing a complaint with relevant consumer protection agencies.
I trust that your company values its customers and is committed to rectifying any issues promptly. I look forward to your prompt attention to this matter and a resolution that ensures customer satisfaction.
Thank you for your understanding and cooperation.
Sincerely,
[Your Full Name]
[Your Contact Information]
Feel free to adapt this template to suit your specific situation and the nature of your complaint. Make sure to attach any relevant documents or evidence to support your case.
Complaint Letter Email Format
Also See – Black Money Complaint Letter Format
Complaint letter to company
Here’s an example of a complaint letter to a company:
[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]
[Company Name] [Customer Service Department, if applicable] [Address] [City, State, ZIP Code]
Subject: Complaint Regarding [Product/Service/Issue]
Dear [Company Name],
I hope this letter finds you well. My name is [Your Name], and I am writing to express my dissatisfaction with the [product/service/issue] that I recently experienced with your company.
[Provide a clear and concise description of the issue. Include relevant details such as dates, names of individuals involved, and any reference numbers or order details.]
Despite my previous attempts to resolve this matter through [customer service/other channels], I have not received a satisfactory response. This has caused me significant inconvenience and frustration.
To aid in the resolution of this issue, I have attached [include any supporting documents or evidence, if applicable]. I believe a thorough investigation will reveal the need for corrective action.
I kindly request that your company address this issue promptly and provide a detailed response within [a specific timeframe, e.g., 14 days] of receiving this letter. Additionally, I expect a resolution that addresses my concerns and prevents similar issues from occurring in the future.
If necessary, I am willing to discuss this matter further to achieve a satisfactory resolution. However, failure to adequately address this concern may compel me to explore alternative options, including filing a complaint with relevant consumer protection agencies.
I trust that your company values its customers and is committed to rectifying any issues promptly. I look forward to your prompt attention to this matter and a resolution that ensures customer satisfaction.
Thank you for your understanding and cooperation.
Sincerely,
[Your Full Name] [Your Signature – if sending a hard copy] [Your Contact Information]
Complaint Letter to Company
Complaint letter template
Here’s a generic complaint letter template that you can use and customize based on your specific situation:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Company Name]
[Customer Service Department, if applicable]
[Address]
[City, State, ZIP Code]
Subject: Complaint Regarding [Product/Service/Issue]
Dear [Company Name],
I hope this letter finds you well. My name is [Your Name], and I am writing to express my dissatisfaction with the [product/service/issue] that I recently experienced with your company.
[Provide a clear and concise description of the issue. Include relevant details such as dates, names of individuals involved, and any reference numbers or order details.]
Despite my previous attempts to resolve this matter through [customer service/other channels], I have not received a satisfactory response. This has caused me significant inconvenience and frustration.
To aid in the resolution of this issue, I have attached [include any supporting documents or evidence, if applicable]. I believe a thorough investigation will reveal the need for corrective action.
I kindly request that your company address this issue promptly and provide a detailed response within [a specific timeframe, e.g., 14 days] of receiving this letter. Additionally, I expect a resolution that addresses my concerns and prevents similar issues from occurring in the future.
If necessary, I am willing to discuss this matter further to achieve a satisfactory resolution. However, failure to adequately address this concern may compel me to explore alternative options, including filing a complaint with relevant consumer protection agencies.
I trust that your company values its customers and is committed to rectifying any issues promptly. I look forward to your prompt attention to this matter and a resolution that ensures customer satisfaction.
Thank you for your understanding and cooperation.
Sincerely,
[Your Full Name]
[Your Signature – if sending a hard copy]
[Your Contact Information]
Complaint Letter Template
Complaint letter for poor service
Below is a complaint letter template specifically addressing poor service:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Service Provider’s Name]
[Customer Service Department, if applicable]
[Company Name]
[Address]
[City, State, ZIP Code]
Subject: Complaint Regarding Poor Service Experience
Dear [Service Provider’s Name],
I hope this letter finds you well. My name is [Your Name], and I am writing to express my dissatisfaction with the poor service I recently encountered with your company.
[Provide a clear and concise description of the poor service experience. Include relevant details such as dates, times, names of staff involved, and any reference numbers or order details.]
Despite my attempts to address this matter through [customer service/other channels], I have not received a satisfactory response. This has not only caused me significant inconvenience but has also tarnished my perception of your company’s commitment to customer satisfaction.
To aid in the resolution of this issue, I have attached [include any supporting documents or evidence, if applicable]. I believe a thorough investigation will reveal the need for corrective action.
I kindly request that your company acknowledges this complaint promptly and provides a detailed response within [a specific timeframe, e.g., 14 days] of receiving this letter. Additionally, I expect a resolution that addresses my concerns and ensures improvements in your service quality.
If necessary, I am willing to discuss this matter further to achieve a satisfactory resolution. However, failure to adequately address this concern may compel me to explore alternative options, including sharing my experience on public review platforms and filing a complaint with relevant consumer protection agencies.
I trust that your company values its customers and is committed to rectifying any service-related issues promptly. I look forward to your prompt attention to this matter and a resolution that reinstates confidence in your services.
Thank you for your understanding and cooperation.
Sincerely,
[Your Full Name]
[Your Signature – if sending a hard copy]
[Your Contact Information]
Feel free to customize the template to fit your specific situation and provide details relevant to the poor service experience you’ve encountered. Attach any relevant documents or evidence and consider sending the letter through certified mail or with a return receipt for documentation purposes.
Complaint Letter for Poor Service
FAQS for Complaint Letter Format – Words to Write, Examples
How formal should a complaint letter be?
A complaint letter should maintain a professional and formal tone. It should be clear and respectful, avoiding offensive language. The goal is to convey your concerns and expectations for resolution in a constructive manner.
What is the structure of a complaint letter?
The structure typically includes a salutation, introduction stating the purpose of the letter, a detailed description of the issue, any supporting evidence, your expectations for resolution, and a closing. It’s essential to organize the content in a logical and coherent manner.
What should be included in a complaint letter?
A complaint letter should include your name and contact information, a clear and concise description of the issue, relevant details such as dates and names, and any supporting documents or evidence. Clearly state your expectations for resolution and include a specific timeframe.
Should I send a complaint letter via email or mail?
The method of delivery depends on your preference and the urgency of the matter. Emails are faster, while mailed letters provide a physical record. Consider factors such as the company’s preferred communication method and whether you need proof of receipt.
What is the follow-up process after sending a complaint letter?
After sending a complaint letter, monitor the response timeframe specified in the letter. If there’s no response within that period, consider following up through the same communication channel. If resolution is achieved, express your gratitude. If not, you may explore other avenues, such as consumer protection agencies or online reviews.
Complaint letters are generally given to higher officials, police, respectable authorities, etc. If there are doubts regarding Complaint Letter Format, ask us through the comment section below and also through Instagram. Share this article with your friends, neighbors, and most women who want to know the procedure to write Complaint Letters.
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