Complaint Letter Format: A complaint letter is a letter written to concerned authorities if we are not satisfied with the service provided by them. These letters are usually formal in nature. Sometimes when we order a product and it is received defective then we write the letter to the related person or company, complaining about the product. Hence, appropriate action will be taken by the concerned department for the complaint raised.
There could be many reasons for writing complaint letters such as for wrongdoing, grievance, offence, resentment arising out of product or service, etc. It is the right of every citizen of the country to raise the complaint for unfair things happening to them and get a productive result.
Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.
For example, if the roads in your area have potholes, then we need to write a letter to the relevant department to make it fixed. Else it could be a problem for the people who are residing in such areas to travel. It may also cause pedestrians to fall or road accidents. Therefore, it is necessary to take the desired action against it.
The public service provided by the government is for the benefit of the public. But if the people are unsatisfied by the service provided to them, then they should raise their voice by writing a letter to the government authority of that particular area.
What is the Format of Complaint Letter?
The complaint letter is a formal letter written to the concerned authority if you have any problems/ dispute/mistakes/misbehavior or any kind of complaint. The format to write the letter is given below:
| Sender’s Address Date: Receiver’s Address Subject: (Mention the reason for complaint) Salutations (Dear/Mr./Ms.) Body of the letter:
Closing of letter (Yours sincerely/faithfully) Signature |
How Should You Write A Complaint Letter?
The tips to write the format of complaint letter are:
- Write the letter in a polite manner. Though you have a complaint regarding something and you are frustrated, but if you write the letter politely then it gives a good impression to the concerned person and chances of getting a resolution are also good.
- Always introduce yourself first at the left of the letter
- Never forget to mention the date of writing the letter
- The letter of receiver or recipient should be properly mentioned along with Pincode.
- Mention the purpose of writing a letter in subject line
- Start the letter with a salutation or proper greeting.
- Write the first paragraph by introducing yourself, and then writing the purpose of writing the letter. It should be very loud and clear.
- In the second paragraph give a brief description of the complaint and what problems it is causing to you. Do not deviate from the main topic.
- The third paragraph should include the conclusion part, where you state the resolution for your problem.
- Close your letter by thanking the person for giving time to the letter.
- Check the grammar and spelling mistakes if any.
- You can highlight the important points in the letter, to grab the quick attention of the reader.
- Present the letter in a proper format.
Samples of Complaint Letter
There could be many reasons to write a complaint letter. Let us see some of the samples based on different situations to get a clarity of writing the complaint letter.
Complaint Letter for Poor Service
Complaint Letter to Management
There are many management communities that handle different departments. Let us see a sample here to write a management authority.
Complaint Letter to Employer about Salary
Complaint Letter for Receiving Damaged Goods
FAQ’s on Complaint Letter Format
Question 1.
What is a complaint letter?
Answer:
A complaint letter is a letter written to concerned authorities if we are not satisfied with the service provided by them. These letters are usually formal in nature. Sometimes when we order a product and it is received defective then we write the letter to the related person or company, complaining about the product. Hence, appropriate action will be taken by the concerned department for the complaint raised.
Question 2.
What are the reasons to write a complaint letter?
Answer:
There could be many reasons for writing complaint letters such as for wrongdoing, grievance, offense, resentment arising out of product or service, etc. It is the right of every citizen of the country to raise the complaint about unfair things happening to them and get a productive result.
Question 3.
What is the format of writing a complaint letter?
Answer:
Sender’s Address
Date
Receiver’s Address
Subject
Salutation
Body
Conclusion
Close the letter