28+ Complaint Letter Templates in Word

Complaint Letters can be used in different transactions where a person experienced negative impacts that arise from the occurrences involved in a process or incident. There are various kinds of complaint letters that you may use to address issues that concern another entity specifically those that sell goods and provide services to their clients or customers. Remember that a complaint letter is used to address specific concerns and not to rant and generalize the entire operations of the entity to whom the letter is for.

This post is a collection of complaint letters that you may use as references in creating the complaint letter that you need in a specific transaction. In selecting the complaint letter to use, be guided by the reason of the complaint and the variables that are involved in the complaint that you would like to file or report.

Formal Complaint Letter Templates in Word

Employee Formal Complaint Sample

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Formal Complaint to HR

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Size: 3 KB

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Formal Complaint Letter Sample

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Complaint Letter Formats in Word

Telephone Complaint Format

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Size: 2 KB

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Business Complaint

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Size: 2 kB

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Employee Complaint Letter Templates

Free Employee Complaint Template

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Size: 3 kB

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Employee Resignation Complaint Template

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Size: 3 kB

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Employee Complaint Letter against Manager

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Size: 2 KB

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What Do You Include in a Complaint Letter?

Even though there are different kinds of Complaint Letters that are used in various transactions, most of these letters have the same information that should be presented. Important details that should be present in a complaint letter are as follows:

  • Do not forget to put the date that the complaint letter was written. It is very essential for you to take action with regard to an incident as fast as possible. Writing the date that you have written the complaint letter can be one of the measures on how you take the offense, if proven to be true, that has been done to you. More so, writing the date of the complaint letter creation can help in tracking the date that the incident has happened and the particular date and time that the issue will be resolved.
  • Specify the name of the complainant. If you are complaining, especially in an establishment where you have made a transaction, make sure that you will state your name and a few of your basic information. It is most likely that the establishment to whom the complaint letter has a record of your transaction may it be a product purchase, service acquisition or any other business transaction.
  • Be precise with the kind of complaint that the letter sender would like to address. It is important for a complaint letter to be direct to the point. Once a complaint letter has already been received, the entity for whom it is will make investigations to assure that the complaint is valid. Give the entity an easier time to investigate by providing the specific complaint that you have.
  • Indicate the date when the incident that resulted to the complaint happened. In writing a complaint letter, it will be better if you will specify the date of the transaction that caused your dissatisfaction, irritation, or disappointment. It will be faster for the entity to find the transaction clips or evidences if they will just search in a specific day. It is highly suggested to include the incident time as well—that is, if you remember. If not, a particular time frame will do.
  • State other information that may be essential for investigation. As much as possible, include the names of the people that are witnesses in the incident in the Complaint Letter. More so, be specific with the location of the incident, the things that have occurred, and the phase or chronological order of the instances that have happened during the incident.
  • Suggest a resolution that the letter sender would like to have. Some complaint letters are used for the sole purpose of sending the disappointment of an entity. However, it is highly suggested for you to write a resolution so that you will not be disappointed for the second time if you will not get the solution that you would like to have. Of course, not all resolutions are handed over. The entity needs to identify the validity of your claims and they need to assess whether the solution that can ease your disappointment is aligned with the regulations followed by the business.

Complaint Response Letter Templates

Patient Complaint Response

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Response to Restaurant Complaint

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Size: 3 kB

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Business Complaint Letter Templates

Formal Business Complaint Format

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Size: 3 kB

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Complaint Letter to Landlord Templates

Complaint to Landlord Template for Repair

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Size: 3 kB

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Sample Noise Complaint from Landlord

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Size: 2 kB

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Complaint Letter to School Templates

Complaint to School Principal about Food

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Size: 3 KB

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Complaint from Parent to School

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Size: 2 KB

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Complaint Letter to Hotel Templates

Sample Complaint to Hotel Manager

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Size: 3 KB

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Complaint to Hotel for Accommodation

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Guidelines in Creating a Complaint Letter

Though there are no strict rules in creating a complaint letter, it is still essential for all of us to be aware on how to create an Effective Complaint Letter. A few guidelines that you may follow in creating a complaint letter are as follows:

  • Always be true with the items that you will put in the complaint letter. Always be reminded that most companies take complaint letters seriously, and it may cause people to lose their jobs or for particular transactions to be given specific actions of corrections. More so, filing a complaint letter with altered information may give you legal problems and can make the situation even worse for you.
  • Do not veer away from the incident that you are reporting. It is more important to be clear with the thing that disappointed you rather than listing items that can solve the issue. It is the jurisdiction of the company in selecting the resolution that they need to give so your task as a letter sender is to provide all the information that can help the entity investigate with the issue.
  • Be organized with your discussion. A complaint letter will be more effective if you can discuss in a manner that the entity involved can easily identify the purpose of the letter creation. More so, it is very important for you to be specific with what you would like to get out of the transaction may it be a refund, a gift, or just a statement that the transaction will be corrected and looked upon accordingly.
  • Be calm and do not let your emotions rule you. Remember that a complaint letter is a formal letter. Hence, use a professional language and maintain the corporate mood that should be present in the entirety of the letter. Do not use curse words. More so, do not generalize the entire operations of the business just because of your complaints. Your criticisms matter, but they should be able to help the company improve its operations. This is for the reason that it is most likely that you will have another transaction with them in the near future.
  • Always use a gracious tone in explaining your complaint. Most Complaint Letters that uses this particular discussion tone get the resolution that the letter sender would like to have. More so, you need to assure that the purpose of your letter is to discuss your complaint and not to give disgrace to the business especially if you have been a loyal customer in a long while.
  • Specify a time duration where a response from the letter receiver is expected. This is very important so that the entity will know that you would like a prompt response from there whether the resolution that you would like to have will be given or not.
  • If possible, attach items and documents that can help solidify your complaint. These items can also be used for cross checking of facts and transactions.

Complaint Letter to Hospital Templates

Sample Complaint to Hospital Administrator

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Complaint to Hospital Manager

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Size: 4 kB

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Student Complaint Letter Templates

Complaint to Principal about Student

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Size: 3 kB

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Student Complaint Letter in PDF

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Size: 39 kB

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Contractor Complaint Letter Templates

Sample Complaint to Contractor about Job

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Size: 3 kB

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Formal Complaint to Contractor

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Size: 4 kB

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Restaurant Complaint Letter Templates

Restaurant Service Complaint Sample

Complaint Letters for Poor Service

Complaint for Poor Customer Service

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Size: 3 KB

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Sample Complaint for Poor Service

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Client Complaint Letter Templates

Complaint Letter Format

Just like any other letters used in various transactions, complaint letters should be formatted in a professional manner. A few suggestions in formatting a complaint letter includes the following:

  • Make sure that the Complaint Letter Format that you will follow will give highlight to the complaint that you would like to relay to an entity. It is very essential for your complaint letter format to be structured and precise.
  • Use a format style that you are comfortable in using so it will be easier for you to put all the details that you would like to include in your letter. Do not forget to browse through other kinds of complaint letters so you will be guided in what this specific letter should look like.
  • We highly suggest the usage of a Complaint Letter Template in formatting your complaint letter. It will be easier for you in a sense that complaint letter formats already have formats that you can just edit based on your likeness. Again, make sure that the template that you will use is appropriate for the kind of complaint that you have.
  • Properly structure the organization of your thoughts so you can transfer it into actual writing. Be critical with the information that you will write as it can affect the overall impact of the complaint letter to the letter receiver.
  • Begin with a rough draft of your complaint letter. It is very important for you to create an outline first before writing the complaint letter that you will send. This is to assure that you will avoid errors in sentence construction and formatting.
  • List down the items that you would like to put in your complaint letter. For the complaint letter format to be effective, the letter structure should support the items that will make your claims valid. Aside from being organized, remember that your complaint letter should also be comprehensive.

In creating and formatting a complaint letter, what is important is to provide your side of the story and base everything that you will write in your actual experiences. Being real and calm in writing this letter will allow you to still have a good relationship with the entity even after the incident that made you write a complaint letter.

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