A complaint letter is written to voice one’s problem to have it fixed at the earliest. The complaint letter is a more formal means of communication as compared to verbal communication. The complainant pens down his/her problem ask concerned authorities to sort out the grievance in hand and also suggests suitable solutions if possible. This letter should be concise, brief and written in a polite yet stern tone to get favorable treatment.
Writing a complaint letter for poor service, bad product or for whatever other reason it may be is an easy task. Use our sample letters in doc and pdf format along with handy tips to write a complaint letter. A letter of complaint can be tricky to write, but the most important thing to remember while writing this letter is that it needs to be direct. Your complaint will not be taken seriously if you portray anger in the letter. You can have a look at the example of the complaint letter given below for ideas.
Table of Contents
Sample Complaint Letter Writing Tips
- Start by mentioning your post/designation and the name of your organization.
- Briefly, explain your grievance and causes for the same.
- If the problem has persisted after earlier reminders, mention the same.
- End by requesting concerned authority to take suitable action to overcome grievance/ crisis.
Sample Complaint Letter Template
Use our free Sample Complaint Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
__________ (your name)
__________ (your address)
Date __________ (date of writing letter)
__________ (name of recipient)
__________ (recipient’s address)
Subject: Complaint about _____
Dear Mr/ Mrs/__________ (recipient’s name),
I work in the capacity of (mention your post/designation)….. in (mention name of organization /company) . I have complained on several occasions earlier that ….(briefly explain your grievance ) .
Despite reminders ….the problem persists.
I request you to kindly ….(request concerned authority to take suitable action to overcome above-mentioned crisis/grievance) …. in the future.
_________ (your name)
Regal Banquet Hall,
Subject: Complaint about celebration in your banquet-hall till wee hours
Dear Mr. Smith,
I am the manager of ‘Elders Paradise,’ an old-age home for seniors in your neighborhood.
I have complained about several occasions earlier that celebration in your banquet-hall till wee hours during weddings, birthdays and other events are causing a lot of trouble to our residents.
Since we house senior citizens many of whom have a health conditions, peace and calm are essential for them to rest. Despite sanction of Mayor’s orders in this regard in which 9 pm is stipulated as the upper limit for playing loud music, the same has been violated on many occasions in the past.
Moreover, garbage is dumped in your backyard for many days after such events which pose a serious health risk for our residents.
I request to kindly abide by the Mayor’s orders and ask your guests to refrain from playing loud music after 9 pm and also do the needful to maintain hygiene in and around your property in the future.
The following is an email format of Sample Complaint Letter.
Dear Ms/Mr. ____________(receiver’s name),
This is this to bring to your attention the problems caused by the location of your office building and your staff to its immediate neighbor. The building is situated in a residential area and hence must comply with certain moral and social responsibilities.
Most of the garbage from your office is being thrown directly on the roads. This causes the pedestrians problem in walking and also leads to the blockage of pipes along the road. There is no arrangement for parking around your office, and most of the cars belonging to your staff are parked on the road causing traffic jams. The noise level generated from your building is also very great esp. that of the generator. This is causing problems for neighbors.
This has been informed by your office earlier also, but no steps were taken. We request you to consider the matter immediately, and steps are taken in this regard, failing which we might be forced to pursue a legal course of action,