Complaint Letter: Its Format and Samples

Complaining or filing a complaint against someone is always difficult, and writing about it is even more difficult because everything is documented.

Are you looking to write an effective complaint letter?

In this blog let us learn more in detail about the complaint letter, its types, format, some sample letters, as well as tips and guidelines for writing a complaint letter.

Table Of Contents:

What is a Complaint Letter?
Types of Complaint Letters
How to write a Complaint Letter?
What is the format of the Complaint Letter?
Complaint Letter Samples
- Sample - 1
- Sample - 2
Tips and Guidelines to Write a Complaint Letter
Conclusion
Frequently Asked Questions (FAQ)

What is a Complaint Letter?

A Complaint Letter is a type of formal letter that is documented to address any type of misconduct, crime, grievance, or anger that arises from a product, service, or other resources.

There could be a variety of reasons for submitting a complaint letter. Every individual has the right to speak out and raise a complaint against the violations faced by them either by sending a complaint letter or by filing a complaint.

Thus, a complaint letter is mainly written or documented to the attention of the appropriate departments.

Types of Complaint Letters

There are different kinds of Complaint letters including:

Formal complaint letter,
Informal complaint letter and
Email complaint letter.

These Complaint letters are again categorised based on the tone and purpose of the situation. Some of these complaint letters are listed below:

Police Complaint Letter
Medical Complaint Letter
Service Complaint Letter
Builder’s Complaint Letter
Bank Loan Complaint Letter
Harassment Complaint Letter
Item Defect Complaint Letter
Contractor’s Complaint Letter
Food Quality Complaint Letter and more.

How to write a Complaint Letter?

A complaint letter is designed solely to anticipate rectification for a certain subject. However, if the authorities appear to be unresponsive, the individual has the right to file additional lawsuits or court cases against the firm provided the substance of the complaint is legitimate.

Your complaint letter should be written in the following manner:

Firstly mention your name, address, city state, zip code, email address and phone number as part of your contact information. This helps the receiver to write back if they want to reply to your query and respond to your charges on them.
Secondly, add the present date and time of writing the letter.
Thirdly, mention the company's name, the company's address, and the name of the division. So your complaint should be directed towards them and not the company in general unless there are no divisions or branches.
Next, add a proper subject line.
Give a proper salutation like, “Dear Manager”.
- You can mention the name of the manager if you know him/her personally, but without being stern.
In the Body part of the company letter
- In the first paragraph, define your problem and add the location of where it happened as well as the date of occurrence.
- In the next paragraph, explain the details regarding the problem. What went wrong, how it happened, whether is it replaceable or you will be refunded, etc. should be discussed here.
If there are any enclosed documents, inform about those too in this section.
In the last paragraph ask or suggest what to do or what will be best for you.
Close the letter with a proper salutation and in a good tone.

Read More: How to Write a Complaint Letter?

What is the format of the Complaint Letter?

Any complaint letter should be written in formal type and here is the complete format of writing a formal complaint letter:

Here, we will be discussing the format of a basic complaint letter.

Sender’s Address

Date and Time.

The Receiver’s Address

The subject of the letter(Mention the reason for the complaint)

Salutation

Body of the Letter:

The first paragraphIntroduction

The second paragraphThe main reason to write this letter

The third paragraphConclusion

A complimentary closing like ‘Yours faithfully’, ‘Yours sincerely’ etc.Signature (in block letters)

Name (in block letters)

Complaint Letter Samples

Sample - 1 Complaint Letter for Billing Errors

Subject: Request to Address Billing Discrepancy

Dear [Billing Department or Contact's Name],

I am writing to bring to your attention a billing error in my recent [statement/invoice].

The statement dated [date] shows a charge of [amount], which I believe is incorrect. I have reviewed the charges, and I believe the discrepancy stems from [briefly describe the issue, e.g., "double charging," "a service I did not use," or "an unexpected fee"].

I kindly ask you to review this matter and provide a corrected bill or an explanation. For your reference, I have attached [copies of bills, payment receipts, and other relevant documents].

Please confirm receipt of this letter and inform me of the next steps to resolve the issue. I can be contacted at [your email address] or [your phone number].

Thank you for your immediate attention to this matter.

Sincerely,

[Your Full Name]

Sample - 2 Complaint Letter for Delayed Delivery

Subject: Concern Regarding Delayed Delivery

Dear [Recipient's Name or Delivery Manager],

I am writing to express my concern regarding the delayed delivery of my order, placed on [date]. The order, with reference number [order number], was scheduled to arrive on [expected delivery date]. However, it has not yet been delivered.

I have tried to track the order using [tracking method] but have not received satisfactory updates. This delay has caused [mention any inconvenience caused, e.g., "disruption in my schedule" or "an important event being missed"].

Please look into this matter and provide an update on the status of my order. I would appreciate it if you could expedite the delivery or offer compensation for the inconvenience caused.

Looking forward to your prompt response.

Sincerely,

[Your Full Name]

Tips and Guidelines to Write a Complaint Letter

Here are some tips and guidelines for writing a complaint letter

Do not make the letter too descriptive.
Proofread your letter to make it error-free.
Concisely write the letter so it becomes easy to understand for the reader.
Always mention your expectations after describing the problem, not before that.
Give realistic information so that the reader can resolve your problem easily.
In case of submitting the proofs:
- Never forget to mention the date when the situation occurred as well.
- If possible, include a time by which you want the problem to be solved by the authorities.
- Make sure to submit dates related to the purchase of goods and services should be mentioned.

Make sure you write the letter simply and formally so that it becomes easy to understand for the reader.
Keep your language simple and clear. Don’t be over-friendly. Either try to maintain a professional or cooperative and complementary tone is well preferred.
The letter should articulate a vibe of confidence and convincing because it looks professional that way and professional letters are taken more seriously.

Also Read: How to Write a Police Complaint Letter?

Conclusion

A well-format complaint letter can be a powerful tool for addressing grievances and achieving satisfactory resolutions. By maintaining accurate details, and a professional tone, individuals can communicate their concerns and encourage constructive dialogue

Ultimately the goal of a complaint letter is not only for writing and resolving issues, this letter is also for improving the overall quality and understanding.
Stay tuned to our website @ JAIN College, one of the Best PU Colleges in Bangalore and explore more in detail about the Complaint Letter, different types of Complaint Letters, how to write a complaint letter and more.

Frequently Asked Questions (FAQ)

What is a complaint letter? Explain with an example.

A complaint letter is defined as a formal type of writing letter mainly prepared with the intention and hope of finding a satisfactory solution to an unresolved problem. Writing a complaint letter or filing complaints to bring these issues to the attention of higher authorities is the only way to resolve them.

For Example:

If we place an order online and we receive a wrong or damaged product. To claim this issue we write a complaint letter to the linked person or company, expressing our dissatisfaction with the product.

Why do we write a complaint letter?

We write a complaint letter either to the linked person or company to express our dissatisfaction with the goods. A complaint letter is also written to the concerned agency will take appropriate action in response to the complaint.

Can we add attachments along with our complaints in complaint letters?

Yes. One can attach relevant documents to a complaint letter to support your claims and make your complaint more legitimate. Listed below are some documents you can attach: