In every organization, business, or professional setting, issues and concerns are inevitable. To minimize, regulate, and attend to this issues in a professional and formal manner, complaint letters are used. It is mostly considered as the last resort for a certain problem to be addressed and resolved.
To help you cope up with the techniques and processes of writing a complaint letter, we have here 35+ complaints letter samples that may serve as your reference. They are well-formatted and of great quality. Take note that our free letter of complaints templates are not solely for business purposes but also for other purposes pertaining to raising issues as well.
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What’s in a Complaint Letter?
Generally, a complaint letter notifies a certain company or organization about a certain raised problem or issue by its clients or customers, as defined by Oxford Dictionary. It formalizes and effectively address a problem without going into verbal conflicts and arguments.
Moreover, it is considered as one of the formal and professional ways of addressing wrong acts, offenses, and resentments. Laws and policies pertaining to consumer rights vary from country to country. Complaint letters are mostly used as a medium of notifying, discussing, and possibly rectifying an alleged unfair practice. Customers used them as a way of channeling their concerns regarding the overall quality of the availed products and services.
Personal vs. Professional Complaint Letters
The usage of complaint letters vary considerably depending on the cause of action for each complaint letter. To further understand this, they are broken down into two major types such as the following:
- Professional complaint letters. This type of complaint letter is written to foreground a certain organization or company’s issues and concerns. The letter is not written by one particular individual but an entity or group of individuals.
- Personal complaint letters. In contrast to professional complaint letters, they are written by an individual addressing his or her concerns. It is a way for them to channel their grievances regarding a particular product, service, or how he or she is treated in a particular occurrence.
These are just some of the basic divisions of a complaint letter. As you can see from our list of templates, there are a variety of them that corresponds to a certain purpose.
Drafting a Complaint Letter: What Do You Include?
The components of a complaint letter may vary depending on its purpose. However, there are still basic components that are widely used by most complaint letters:
- Headers. A letter of complaint is still regarded as a formal letter. There is still a need to observe key formal letter rules. In here, you still have to put your full name, current address, and other pertinent contact details. Aside from your details, you also need to include the name of the company, business, or professional that caused or committed the alleged.
- Adopt a positive and formal salutation.
- An concise explanation of the factual circumstances that are relevant to the complaint.
- An explanation and description about the complaint. In here, you need to address to them the reason for the complaints. What are the reasons for the complaint? What specified actions offended you or your organization?
- Results and outcomes of the alleged violation. A complaint will always arise from a cause of action. Furthermore, a cause of action arise because a right is violated that lead to moral or monetary damages on the part of the complainant.
- Relief sought. After setting the factual circumstances, alleged violations, and damages, you need to indicate in the letter the reliefs you are claiming for. Another option is for you to suggest a remedy that would help minimize the damages incurred. For instance, if a customer received a defective product, he or she can ask for a replacement, refund, or make an exchange.
- Other pertinent documentations. In substantiating your complaints, you can attached relevant documents as a proof such as receipts, warranties, or citing a specific provision of the contract being violated.
- Signature of the complaint. Don’t forget to sign your letter. Your signature makes it more formal and legitimate. Without your signature, the letter will not be taken seriously.
These are some basic parts of a complaint letter. Remember that for some complaint letters, it may adopt peculiar and specific sections. Speaking of formal letters, we also have an array of templates for you, in case you are looking for more letter samples and templates.
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A Variety of Complaint Letters: When and Where to Use Our Templates
As you have observed from our list of templates, we’ve offered an array of complaint letters for you. You can freely choose the template that will suit your circumstances. Here are some of our featured templates. We also provide a brief description regarding their application.
- Food complaint letter templates. Most restaurants and food stations exert utmost effort and diligence in maintaining the cleanliness of their facilities, including the quality of the dishes served. Another critical aspect is the kind of customer service provided by it. If ever there are complaints, it is mostly written by customers who were dissatisfied with the restaurants’s services, the tastes of the food, or complaints pertaining to the unsanitary restaurant facilities and practices.
- Business complaint letter templates. For clients and customers that encountered unsatisfactory business practices, these templates will come in handy. The basic parts of a business complaint letter are showcased in the templates. If you have business related concerns, then they will answer your need.
- Product complaint letter templates. This type of complaint letter is written by customers or clients who are distressed because of poor product quality and performance. For instance, the seller warrants that the sold goods and services are in good shape and perform in a certain degree, but the buyer received a defective and poorly made products or goods.
- Salary delay complaint letter templates. This type of complaint letter is written by an employee who is dissatisfied and aggrieved because of the unreasonable delivery of his or her salary. As you can see from the sample, the letter is still worded with utmost professionalism.
- Job interview complaint letter template. Generally, interviews go smoothly and professionally. However, some applicants may encounter unprofessional interviewers who either ask personal, irrelevant, or offensive questions questions. If ever this kind of treatment happens to you, you can refer to our well-formatted job interview complaint letters.
These are some of our featured templates that you can review, use, and check out. On another note, we also have other business letter templates for general purposes. If you’re interested with professional apology letters, we also have templates in store for you.
Food Complaint Letter Samples
Food Quality Complaint Letter
Restaurant Complaint Letter Format
Business Complaint Letter Samples
Free Business Complaint Letter
Business Communication Complaint Letter
How to Write a Professional Response to a Client or Customer Complaint?
In a business or any professional setting, complaints are mostly considered as inevitable because of our subjective needs, preferences, and perspectives. What is material is that, if you’re the complainant, you know how to address your grievances in a professional manner. If you’re on the shoes of the complained organization or individual, you should learn to deal with it professionally in order to come up with the right and sound responses. In line with this, here are some basic points that can guide you in writing a customer complaint response letter:
- Express and convey your apologies for the possible inconvenience experienced by the customer or client. Regardless of the validity of the complaint raised, it is always best for you to covey your apologies as a sign of consideration and respect.
- Make a specific and genuine response to the complaint. Be brief and straightforward. Explain the factual situations and your possible defenses, if any.
- Inquire about the kind or type of remedy the complainant intends to get. You can provide here some recommendations to rectify the possible wrongdoings or ask suggestions from the complainant.
- Clearly state that you will improve your processes moving forward. You can end your letter by giving an assurance to your customer or client that you will shy away from such mistakes and practices.
These are some points that you may consider in drafting your response letter for a specified complaint. For further examples, you can check out our customer complaint response letter.
What to Prepare before Writing your Complaint Letter?
In dealing with a problem, you should not let your emotions blind you. You should take a pause and take time to compose yourself. Before writing your complaint letter, here are some key points to remember:
- Clearly outline your facts. We all know that there are various versions of a story, but for your case to prosper, you must sincerely stick to your facts.
- Consolidate your evidences. Take note of pertinent records and documents that you’ve kept so far. The legitimate documents can serve as your proof for your letter to be treated seriously.
- Conduct research. You can also check out various formats regarding your complaint letter. This is where our templates will work their magic. They can assist you in making an effective and comprehensive complaint letter.
How to Create an Effective and Professional Complaint Letter
At the end of the day, a complaint letter is a letter that requires a call to action. You must write a letter that effectively and clearly expresses what the problem is in order for the recipient to understand the context behind the problem. Here are some tips that you may consider:
- Address the letter to the appropriate authorized person. Your letter would be useless if you don’t address it correctly. It is a must that you inquire and get the appropriate authorities so that you’ll get the response you are looking for.
- Be concise and brief. Like any other letter, write a short and comprehensive letter. Just ensure that you’ve made your point and then avoid going around the bush. Writing a short letter does not mean altering the facts. It only means that you only provide the essential facts that can satisfy the ends of your letter.
- Always be professional and positive. Nowadays, negative confrontations would lead to more conflicts and unresolved problems. Applying a calm, composed, and positive tone can lead to positive results. Don’t be too aggressive. Just state your case with conviction and honesty.
- Include copies of pertinent documents. In order to fully state a point, you can also cite or attach a copy of pertinent documents to serve as your evidence.
- Be logical and stick to the point. In explaining your experiences, always stick to the point and outline them in a logical and systematic manner.
- Proofread your letter. Like any other form of formal correspondence, always check the spelling, grammar, and language aspects of your letter.
These are some tips that you may use to effectively and professional convey your complaints. If you’re looking for more samples, we also have more complaint letter templates and examples. Feel free to review and check put more invitation templates, banner designs, and logos on Template.net’s archives!