How to Write A Complaint Letter (Sample Template)

They are so many reasons that might warrant you to write a complaint letter. You might want to write a complaint letter about bad customer service, an employee, service provider, or a bad product.

No matter your reason for writing a complaint letter, you need to understand the ethics of writing an effective complaint letter. It is important to know that a complaint letter is an official letter and as such should be written with an official tone and phrases.

To seek redress for any wrong-doing, offences, grievance, resentment arising out of a product, service, etc, all you need is a well-written complaint letter. You can also use a ready-made template to write your letter.

What is a Complaint Letter?

A complaint letter is an official letter written by a customer to an organisation complaining about a certain product or service. The letter is written to a company or any agency to state a complaint on a faulty device you purchased from the company or for poor services you received from the said agency.

The letter can be a customer complaint letter or a business complaint letter. Whichever one you want to write, you need to follow the right format. You could use the sample below as a guide.

Types of Complaint Letter

In writing a complaint letter, you need to understand the purpose of writing such a letter. Each type of complaint letter has its own specific

Formal Complaint Letter

A formal complaint letter is a letter that you use to communicate your concerns and voice your issues to the authorities. A formal complaint is backed by a legal document that sets out the facts and legal reasons that you believe are sufficient to support your claims against a party that entitles you to a remedy for the damages caused.

Product & Service Complaint Letter

This type of complaint letter is written by a consumer to a manufacturer or retailer regarding a problem with a product or service. The aggrieved customer writes a product consumer complaint letter to the concerned authority in an organization to inform them about the poor performance of a product or to complain about the delivery of the defective/damaged goods.

Employee Complaint Letter

The employee complaint letter is quite unique in the sense that it can be written by either an employer or an employee. As an employee, if you want to make a formal complaint about something which has happened at work, you should raise a grievance.

Tips on How to Write a Complaint Letter

In writing a complaint letter, it is recommended to use the correct format. Below are the recommended tips to write a complaint letter.

Addressed to the relevant authority

One of the salient features of a complaint letter is addressing. In writing a complaint letter, endeavour to address it to the relevant authorities. The letter of complaint is channelled to the customer care department or Human Resource person, whichever is the case. This is because the main function of customer care/ HR support is to deal with whatever the issues the customers may have.

The problem should be identified

You also need to be able to identify the problem. Give a brief description of the product or service and the problem. However, if the complaint is neither about a product/service, include the necessary supporting factors such as your account of what happened, verbal exchanges, and even documents and records if applicable.

Be concise with it. Make sure you get to the point so that whoever is reading the letter should be in a position to identify what exactly the problem is.

Copies of the necessary and relevant documents are attached

Attach copies of the necessary and relevant documents. This may include receipts, warranties, cheques and email conversations if there is any. This important as it makes your complaint legit. Ensure to include in your letter the exact documents you are attaching.

A solution to the problem should be presented

If you can convince the company that it didn’t follow its own rules or broke the law, your complaint has a better chance of getting looked into. Express what action you want to be taken in relation to the complaint that you have made.

The time period for the issue to be resolved should be stated

It is important to state the time in which you want your issue resolved. This will help your issue be solved in the soonest time possible. The period you are providing should be realistic to avoid an unreasonable clash between you and the company.

Name and contact information should be included.

Included in the complaint letter should be your contact information to enable those receiving your complaints to reach out to you towards resolving the issue. Also, do well to conclude your letter in a respectful manner. Like your typical formal letter, finish your letter by closing with yours faithfully.

Sample Complaint Letter for Poor Service

To write a complaint against poor service, you should start by contacting the company against which you have a complaint. Mail the manager to report bad customer service you have received from an employee. If you are dealing with a large company and the direct mail of the manager is not available immediately, you can always mail the HR.

Paul Bassey,

5 Mason Drive,

Accra,

Date

The Manager (Job designation…)

Company/Organization name…

Address…

Sub: Complaint Letter for Poor Services

Dear (name),

I regret to state that I’ve had a gym membership card for about five years now (More/less) but unfortunately I found great trouble with the new instructor the day before yesterday (Date: dd/mm/yy). I usually have private paid sessions with the instructor from 7 am to 8 am. For whatever reason, he was having a session with another group during my time (Write your actual problem and situation)

Sir, I wasn’t able to have my session and had to go home to meet other pressing engagements. The new instructor didn’t even offer as much as an apology for his conduct.

I believe it is in your best interest to please take strict action regarding the above-mentioned matter.

With thanks,

Your name…

Address…

Contact no. and signature…

Sample Complaint Letter for Bad Product

Peter Asamoah

5 Allen Avenue,

Maryland, Lagos

January 1, 2020

Ben Johnson

Manager

Mansard Manufacturing

14 Wellington Street.

Maryland, Lagos

Re: Purchase of spoiled goods

Dear Mr Ben,

This letter is to bring to your notice concerning the purchase of spoiled goods on December 27, 2019.

At the point of purchase, I was assured the goods would be fresh upon arrival. Instead, they were delivered spoiled. I have attached a photo as well as the delivery receipt.

I would love for you to look into this matter, and either refund my purchase or send out another supply.

Thank you for attending to the above matter. Do feel free to contact me at any time: 123-4567-452; peterasamoah@mail.com.

Sincerely,

Peter Asamoah

Enclosures: Photo and receipt

Sample Employee Complaint Letter to HR

Dear [HR],

My name is [name] and I have been working as [a secretary] for the past [3 years]. I am proud and happy to do my bit by offering assistance to my senior colleague. Sadly, this wonderful experience is being ruined because of a single employee: [employee name].

I’ve explored all other options prior to writing this letter and I find myself forced to resort to the human resources department for a resolution.

[His/Her] continuous misbehavior and lack of conduct are just too much to cope with. It’s affecting my performance and hindering me from doing my work. [Give examples here. What, when, and where it happened? Support your case with numbers, dates and facts.]

I ask for your immediate intervention to find a solution to this problem and to establish a professional, friendly, and productive environment for all of us.

Thank you very much for your understanding.

Best Regards

Sample Complaint Letter to Management

Date…

Manager Operations,

Company/Institute name…

Address/Branch Address…

Sub: Complaint Letter against Manager

Respected sir,

I hope this letter meets you well. Sir, I work in your company in the research department (Department name) for the past 2/4/6 (More/less) years. The subject of my letter is actually a complaint about our department manager. (Describe your problems and situation).

I write on behalf of the entire department. We face a number of challenges as his behavior to us is very rude and uncouth. We can’t concentrate on doing our work with his presence. He treats us like slaves in his opinion are worthless. Kindly just change our manager or at least give him a stern warning. The staff of the department will be very grateful if this is done.

Sincerely Yours,

Your name…

Job Designation…

Department Name…