27+ Complaint Letter Formats

Complaint letters are created by individuals who would like to bring up or address an issue that caused his or her dissatisfaction. Complaint letters may be used accordingly depending on the situation that an individual would like to deal with and the people who are involved in the transaction. There are different reasons why a complaint letter is written which is the reason why there are also various kinds of complaint letter formats that can be used.

We have curated a number of complaint letter formats for you to have an easier job of creating the complaint letter that is applicable to be used for your situation. Other than the complaint letter formats that you may download from this post, we can also provide you with other kinds of downloadable Complaint Letters on our business archives.

Formal Complaint Letter Formats

Sample Complaint Letter

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  • PDF

Size: 21 KB

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Formal Business Letter Format

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Size: 5 KB

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Sample Complaint Letter Formats

Sample Letter Complaining to Electricity Company

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  • Doc

Size: 3 KB

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Business Complaint Letter Format

Sample Format for Business Complaint Letter

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  • PDF

Size: 10 KB

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Business Complaint Respond Letter

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Size: 4 KB

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Complaint Application Letter Formats

Letter of Complaint to Employer

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Size: 4 KB

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Repair as a Result of Poor Service

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  • pdf

Size: 242 KB

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Formal Complaint Letter Template

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  • PDF

Size: 83 KB

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Inclusions of a Complaint Letter

A basic complaint letter, no matter what the complaint is all about, should have the following information:

  • The basic information of the person who wrote the complaint letter. It is very important for the company whom you are addressing for the complaint to identify you and the transaction which is the cause of your complaint. It is highly suggested for you to include your name and contact details in the complaint letter so that the company can contact you with regards to your complaint.
  • The reason/s of the complaint. A complaint letter will not be complete if you will not indicate the purpose on why you have written the specific letter. Assure that the reason for you complaint is valid for the entity to take corrective actions.
  • The date that the incident that resulted to the complaint happened. It is very essential for you to be specific with the date of the incident so that the entity involved can easily investigate what had transpired.
  • The information about the incident. Be precise with the details that you will but in your complaint. Assure that all the information needed for investigation will be supplied.
  • The key people in the incident. It is very important for a complainant to identify the witnesses of the incident and the people involved in the complaint for more information to be gathered regarding the situation.
  • The resolution that the individual would like to have, if there is any. Sometimes, a complaint letter is a way of an individual to just address an issue. However, there may also be times when a complaint letter is translated as the document that request the entity involved to do something about the situation.

Aside from the samples available for download in this post, we can give you more samples of Complaint Letter Templates in the link provided. Other than that, we also have downloadable samples of Offer Letter Formats.

Complaint Response Letter Formats

Customer Response Letter Format

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Size: 61 KB

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Final Response Letter

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Size: 4 KB

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Complaint Reply Letter Formats

Sample Letter for Response to Employee

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Size: 9 KB

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Reply to Customer Complaint

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Size: 4 KB

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Complaint Letter Formats for Poor Service

Complaint Regarding Poor Internet Service

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  • PDF

Size: 413 KB

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Complaint Letter for Poor Service

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Size: 37 KB

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Employee Complaint Letter Formats

Employee Response Letter Template

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Size: 3 KB

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Kinds of Complaint Letters

A few samples of complaint letters are as follows:

  • A formal business complaint letter may be written due to misunderstandings with regards to purchase agreements and other details that are related to the acquisition of goods and / or services.
  • A formal complaint letter to employer is written by an employee who thinks that his or her labor right has been deprived from him or her. A formal complaint letter from employer, however, provides details about the complains of the management to an employee which can be due to absenteeism and other improper behavior.
  • A complaint letter due to poor service are usually given to businesses who are in the service industry. Most people write a complaint letter due to poor service if the customer service program of the establishment, where they are a customer of, did not meet their expectations.
  • A restaurant complaint letter is written by restaurant customers who did not like either the service of the restaurant crews or the food that has been served to them in terms of food quality and/or value for money.

Other than our samples of complaint letters, we can also give you samples of Business Letter Format and Cover Letter Format templates for references in creating other kinds of letters.

Restaurant Complaint Letter Format

Simple Reply to Restaurant

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Size: 35 KB

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Sample Format for Restaurant Poor Service

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Size: 148 KB

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Customer Complaint Letter Formats

Acknowledgment of Customer Complaint

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Size: 493 KB

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Letter for Response to Customer Complaint

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Size: 98 KB

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Customer Service Complaint Letter Template

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Size: 50 KB

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Insurance Complaint Letter Templates

Template for Car Insurance

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Size: 32 KB

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Medical Insurance Complaint Letter Template

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Size: 223 KB

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Medical Complaint Letter Templates

Formal Medical Letter

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Size: 3 KB

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Response to Medical Complaint

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Size: 69 KB

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Medical Bill Letter Template

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Size: 23 KB

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Official Complaint Letter Formats

Official Business Letter Template

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Size: 51 KB

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Sample Letter for Official

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Size: 346 KB

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Guidelines in Creating a Complaint Letter

A few guidelines that you may follow in creating a complaint letter are as follows:

  • Be calm in stating your complaint. It is very important for you to assure that the company will not be offended with what you will write as most complaints can have solutions depending on how you approach it.
  • Be professional. Do not use curse words and make sure that your complaint letter is formal. It is very essential for you to address the issue in a manner that you will not degrade and malign other people especially if your complaint has not been validated yet.
  • Arrange the incident processes in a chronological manner. Make sure that it will be easy for the people involved in the incident to be aware of the proper arrangement of the things that have occurred which resulted to your complaint.
  • Be precise and direct to the point. It is essential for you to directly point out the reason of your complaint, the things that you want to happen, and the things that the entity can do for you with regards to the complaint that you have raised.

Other than our complaint letter samples and templates, you may also be interested to browse through and download our samples of Formal Letter Formats and Personal Letter Templates.

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