34+ Complaint Letter Examples & Samples in PDF | Google Docs | Pages | DOC


Complaints⁠—even simply hearing this word, you will know that something is not right or error perhaps. Considering this 10-letter word in the practical world, it could be raised by anyone who experienced a faulty product or service. Assuming that it’s you, it could be very annoying, yet nagging would never help you at any cost. Instead, write a professional complaint letter. Read through this article to compose a fruitful one.

Before learning the fundamentals of complaint letters, it would be highly practical to know how it looks like. Feed your mind with these best samples and templates of complaint letters that you can cite on:

Restaurant Complaint Letter Template

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Free Formal Complaint Letter Template

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Free Letter of Customer Complaint Template

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Employee Complaint Letter Template

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Formal Complaint Letters

Formal Business Complaint Letter

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Formal Employee Complaint Letter

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Formal Medical Complaint Letter

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Customer Complaint Letter Example

Customer Service Complaint Letter

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Business Complaint Letter

Business Communication Complaint Letter

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Free Business Complaint Letter

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Business Correspondence Complaint Letter

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Bank Complaint Letter Example

Bank Loan Complaint Letter

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Consumer Complaint Letter

Consumer Complaint Letter to Builder

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Sample Consumer Complaint Letter

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Parts of a Complaint Letter

Writing any type of business proposal letter requires a format and proper flow in order for the letter appear formal and decent. Thus writing a complaint letter still remains an effective way to caution a company regarding your problem.

Just like any other types of business letter, a complaint letter still has the usual parts namely: your address, the inside address, the salutation, the complimentary close, and your name, following the signature spaces. Merely similar to a termination letter, application letter, or a thank you letter.

1. Heading

The heading consists of the senders’ address, and the address where you want to send your complaint letter.

2. Salutation

A salutation is an indication or utterance of greeting towards the person whom you are sending the letter to. In the salutation part, you put the name of the receiver or you or not sure of the name or simply does not have the name you can simply put “greetings”, “sir” or “madame”, you can add “dear” as well to the “madame’ or “sir” You may also see how to write an official letter.

3. Body

The body of the letter holds the message or what the sender wants to express. Accordingly, this is divided into two significant parts: introduction and explanation.

Introduction

In opening the body of a complaint letter, you must state the purpose why you are writing the formal letter. You need to explain why you are writing, your intentions count in this part as well. You can start your sentence by saying “I am writing this letter…”, “in connection with…”, “to complain about” or “I have to say that…”

Explanation

This lies in the middle part of the body where you explain what exactly happened. You have to state the dates or the place. You can also include the product or whatever particular object or circumstance it is, just be specific so that the reader will have a thorough understanding of what you really want to tell. You may also like offer letter examples.

After stating the specifications of what really happened, you have to voice out that you need action to the problem, state what you want to happen. Just be honest but not rude. Make sure you don’t appear rude in your letter. You may also check out notice letter examples.

4. Closing

The closing part of your complaint letter serves as the conclusion part. In this part you can start your sentence by saying “I hope this matter will be solved immediately”, “I look forward to…”, “I hope…”, “I believe..” or “I demand…”

5. Endings

Your ending is indicating the last part of your thank you after a letter of rejection. You can say “Sincerely yours” or “Faithfully yours” then followed by your name.

Company Complaint Letter Sample

Insurance Company Complaint Letter

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Free Company Complaint Letter

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Employee Complaint Letter

Employee Attitude Complaint Letter

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Food Complaint Letter Example

Food Quality Complaint Letter

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Food Service Complaint Letter

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Food Product Complaint Letter

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Insurance Complaint Letter

Insurance Claim Complaint Letter

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Landlord Complaint Letter

Free Landlord Complaint Letter

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Official Complaint Letter Example

Official Business Complaint Letter

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Official Complaint Letter Sample

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How to Write Complaint Letters That Get Results in 2019

According to astrology, 2019, the year of the pig is a year full of joy, friendship and love for all. However, there are times when problems regarding certain products or service may still occur and to notify the authority to act on it, a complaint letter must be sent. Despite any serious shortcomings, here are some steps for you to compose a letter for your complaints to get the appropriate response or action in 2019.

1. Know the basics of letters.

A complaint letter has no special format; thus, learn the basic format of a business letter. In this way, it will be easier for you to write one as well as being guided with the appropriate format. Referring to our given samples and templates is also a smart idea.

2. Start with a positive introduction.

Assuming that you are encountering a critical issue that you want to be resolved as soon as possible pertaining to a company’s service or product and needless to say, it is bothering you through the inside. You may have the privilege to be mad; however, this does not mean that you have the right to be rude and act impulsively. Hence, do your best to calm. You can present this in your complaint letter by starting with something positive. By doing this, you will soften the impact of your complaint and encourage the defendant to respond to your complaint willingly. Rather than stating harsh things at the beginning, you may begin with complimenting yet true words first such as their low prices, excellent customer service, overall quality of their products, etc.

3. Write the body correctly.

Since we already established a brighter and softer atmosphere in our introduction, let’s not break it in the body. Thus, be consistent with it without disregarding the purpose of your letter. In writing the body of your letter, open it with a sentence that would give the reader a hint about your problem. For example, you may state, “I am completely aware that huge companies of furniture makers aim for perfection, but in some cases, some faulty pieces of the item get through the inspection and purchased by some unaware consumers. Unfortunately, I was one of them.” then courteously expound on your main complaint.

In doing this step, make sure that you sound professional and polite rather than demanding and accusative. Next, specify what particular action you want the company to do to solve the issue and state what are the things you could possibly do if your complaint is not assessed within a particular period of time.

4. Compose the conclusion with composure.

In your last paragraph or the conclusion, it would be appropriate to state a solid reason why the entity you raised your complaint on should evaluate and resolve the issue as soon as possible. You can do this by suggesting what would be their loss in terms of reputation if they chose to neglect your grievance. On the other side, you can also state the possible benefits they will obtain if they will act upon the problem. Also, put a call-to-action to your letter that would allow them to communicate with you. At the very end, thank the company for reading the letter and handling your complaint. Moreover, do not forget to have perfect sign-off and write your name and signature.

5. Proofread.

After writing the whole letter, review for any incorrect information such as phone number, company name, address, etc. Furthermore, check for any spelling and grammatical error. If you are typing your letter on a computer, you may utilize software made for assisting you with this matter. Practice this initiative every after writing any composition.

Smart Tips in Writing an Effective Complaint Letter

Have you ever experienced being mistreated or felt you don’t even deserve the negative treatment by a grocery store where you just went to? Or the company where you are currently working with, or in a call center where you re being put on hold for quite an hour already? Sure, anyone does have experience already. You may also see acknowledgment letter examples & samples.

So how do you respond to this type of scenario? Instead of sitting down and blabbing at the corner only your husband or sister or brother could hear you, why not go ahead and try writing a complaint letter to that grocery store or supermarket, or that company where you mostly spend your nine hours in a day, or that unapproachable representative over the phone, right? So I am going to share with you some useful tips in writing effective and good complaint letters. (Please check our examples of termination letters and application letters too.)

Remember your complaint letter must be:

1. Clear

Do not go on beating around the bush. You must go ahead and strike the point why you are writing the complaint letter, of course, to complain. Why? Because you are not satisfied, because you felt mistreated, you do not deserve the kind of service they provided. You may also like employee reference letter samples.

2. Concise

When you talk about conciseness, you get to lay lots of information yet not compromising the comprehension of the reader. Meaning, you don’t bombard the reader with the huge pile of information because even when it is quite a lot, you have organized the thoughts well, and that is very important. You must also use words that are understandable enough, do not use vocabularies that are quite not that familiar with many. Remember, concise letters are understood quickly. You may also check out appointment letter examples & samples.

3. Factual

You should be factual about the letter you are writing. When you state what happened in the incident, use words that are believable. Do not exaggerate or use any idioms, you will only confuse the reader. As much as possible, avoid being too flowery with the words. Imagine you are the reader of your email cover letter and you are stating some unbelievable scenarios because you were too flowery with your words, do you think the reader would consider your grievance? Of course, he or she would think twice.

4. Authoritative

To sound formal and decent, you must create a mood in your letter. You must create an impression that you re the type of a sender who badly wants justice or let’s say you need to be entertained because you are reasonable and you are at the right part of your stand. providing an authoritative impression is simply gaining respect from the reader. You might be interested in simple cover letter examples.

5. Friendly

Even when you appear authoritative in your letter, you must also consider being friendly to balance the authoritarian tone, just like a thank you letter that has a positive atmosphere. Your letter must leave an impression to the sender that he or she will not think twice of responding and taking action to the problem, because you deserve it.

Product Complaint Letter

Product Quality Complaint Letter

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Product Damage Complaint Letter

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Professional Complaint Letter Example

Professional Employee Complaint Letter

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Quality Complaint Letter

Poor Quality Complaint Letter

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Quality Complaint Response Letter

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Service Complaint Letter Sample

Service Provider Complaint Letter

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Service Failure Complaint Letter

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Service Delivery Complaint Letter

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Tenant Complaint Letter

Free Tenant Complaint Letter

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Complaint Response Letter Example

Patient Complaint Response Letter

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Restaurant Complaint Response Letter

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Types of Letters

Surely, there are lots of letters in the post modern world already. Even when the internet is rapidly booming, which some letters are sent via online, there are still lots of people who chose to write a business reference letter in the traditional way. Some would want it personalized too.

While there are people at the corner, eager to write a letter, yet they have no idea what type of letter they are going to write.

So here is my article, I am going to help you know some types of letters. This article is helpful for students too, for their further reference in their home works and school activities. This letters includes sales letter, order letters, application letter, termination letter,  thank you letters, complaint letters, adjustment letters, inquiry letters, follow up letters, recommendation letter, acknowledgment letter, and resignation letter.

1. Sales Letter

This is a persuading letter telling the reader to go ahead and avail the product or service you are offering. This type of letter requires strong and powerful words to attract the reader, from its own name “sales” you must bear in mind that your letter should sell to the reader too because how can you sell the specific business you are writing about if the letter itself isn’t that appealing right? Sales letters include strong calls to action, meaning you have to convey the reader to do something after reading it. You may also see two weeks notice letter examples & samples.

2. Order Letter

This letter is written by a person or a personnel from the company stating the request for the purchase of the product from another company. The letter must include the specific name and description of the product to avoid confusion. You may also like how not to write a business letter.

3. Application letter

This letter ids also are known as the cover letter. This is usually attached to a job applicant’s resume. This is an additional supporting document in a job application process.

4. Termination letter

This type of letter is written by an employer who plans to terminate a certain employee who has poor performance or hasn’t executed the duties as an employee or the employee could have committed a violation to the company. You may also check out how to email a resume and cover letter.

5. Acknowledgment letter

This letter is clearly letting the receiver know that he or she has received something from another company, basically stands as a receipt.

6. Thank you letter

This letter expresses gratitude towards the receiver. it expresses how grateful the sender is towards the person and is also wishing the sender happiness. This could be written in a type of business letter or in a personalized manner too but should not exceed one page. You may also see new hire welcome letter examples.

7. Resignation letter

This letter is written to formally inform the company that you no longer want to be part of it. This letter must state the reason the sender wants to leave and state the date when will it be effective.

8. Complaint letter

This letter is a formal expression of grievances and problems towards the sender and asking him or her to call to action and solve the problem.

9. Recommendation letter

Also known as a letter of reference, the sender is merely stating the abilities, skills, characteristics of a particular person to perform a specific task. This letter would tell how well fitted a person is in its job he or she is applying for.

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