When you avail of certain products or services that do not meet your expectations, you have the right to complain at some point. Writing a complaint letter is one way of expressing your own statement of dissatisfaction. Any Letter of Complaint should contain all your grievances and objections. This could be subject to settlement and compromise. Complaint letter writing is the best resort to address your personal concerns to rectify certain situations. You may also see Letter Templates.
It could be an effective means of communication to settle any kind of dispute in a formal and professional way. It is best to handle complaints in the most polite ways possible.
Sample Restaurant Complaint Letter Template
Formal Complaint Letters
Formal Complaint to HR
Landlord Complaint Letters
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Landlord Tenant Complaint
Employee Complaint Letters
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Purpose of a Complaint Letter
The main purpose of a complaint letter is to ensure that an establishment or any other entity will be made aware of the discrepancies, inconsistencies, weaknesses and/or loopholes of their services and other offerings. From our Complaint Letter Samples, you could also imply that writing complaint letters maintain good relations and civil ties with each individual.
Here are main purposes of a complaint letter:
- Notification. Complaint letters serve to notify product or service companies or anyone you would to complain that there could be product or service discrepancies.
- Exercise right. Every consumer who avails almost anything has the right to raise complaints and be given due quality of whatever is asked.
Difference Between Complaint Letters and Claim Letters
- Complaint letters. A complaint letter plainly reports on a certain complaint. It doesn’t provide suggestions on how to settle disputes yet and it only contains details of a complaint.
- Claim letters. A claim letter includes the basis for your claim stating what is already due for you. It is more straightforward than complaint letters since it already provides for a settlement amenable to parties involved.
Check out our Customer Complaint Letters and see how its content differs from that of claim letters. You can download our complaint letter templates as well.
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Common Mistakes in Writing a Complaint Letter
Most people are too impulsive when it comes to writing complaint letters. They are too direct with the solutions they want that they do not thoroughly think of the content and approach of the letter in its entirety.
Here are common mistakes done when writing complaint letters:
- Too much emotion. Most complainants tend to become very sarcastic and angry when writing complaint letters. It is not proper to put too much of your emotions into writing as it would not help in settling the dispute. Better yet, address your complaints calmly and be professional in dealing with it.
- Generally written complaints. Some complaint letters do not get direct to the point of the author’s intention to complain for a particular issue. There are even no details attached to it which makes it difficult to address the problem. Details about complaints are important for easier identification of solutions.
- Unprofessional approach. Complaint letters in word even use foul language and tone, which is considered a very unprofessional approach. Some would not even know the basics of writing a complaint letter and just enumerate all of their complaints at once.
- Incorrect recipient. Examples of complaint letters that should be carefully written with the right recipient are Tenant Complaint Letters. There is a possibility that you send your letter to the person who cannot even help you with your complaints. Keep on asking politely on someone who can directly assist you with your concerns.
Complaint Letter Checklist
Like our Complaint Letter Templates offered in this page, an ideal complaint letter should contain certain sections that help it become a more effective source of professional communication.
Here’s a checklist on the inclusions of a complaint letter:
- Copies of relevant documents. There could be documents that could be vital in writing your complaint letter. Copies would serve as proof to help you back your complaint.
- Product/service specifications. Important details could help easily identify solutions to your complaints.
- Contact information. It is important that both parties keep in touch until the issue or complaint is resolved. Make sure to leave accurate contact details for updates regarding your complaint.
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What Not to Include in a Complaint Letter
If you want to come up with an effective complaint letter. Make sure to heed advice on what not to include in your letter. Below is a list of what shouldn’t be in a complaint letter:
- Inappropriate or foul language
- Irrelevant product or service information
- Unprofessional document attachments
If you opt for Funny Complaint Letters, we have available templates that are ideal for you and your intentions.
Customer Complaint Letters
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Customer Complaint Acknowledgement
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Student Complaint Response
Student Loan Complaint
Patient Complaint Letters
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Patient Complaint Response
Police Complaint Letters
Police Station Complaint
Police Commissioner Complaint
Tenant Complaint Letters
Tenant Noise Complaint
Consumer Complaint Letters
Consumer Complaint Response
Consumer Affairs Complaint
Pros of Writing a Complaint Letter
It is important that you are aware of how something you do could benefit you. Before you start writing Complaint Letters in Word, know the pros of writing one:
- Provide business record. You are able to contribute to the reviews of a certain product or service. This way, you suggest improvements for a certain issue you are complaining about.
- Authority. You get to write professionally with authority. As a customer or consumer, you get to ask what is due to you.
- Demand. You get to demand on certain settlements as well as proper handling of the concerns and issues raised.
Cons of Writing a Complaint Letter
Alongside advantages enumerated above, below is also a list of certain disadvantages when writing complaint letters:
- Cannot be addressed right away. You can’t be the only one sending complaints, so you have to consider this as well.
- Subject to misunderstanding and miscommunication. Written words go as much in sending a message compared to face-to-face interaction.
- Takes time to assess and evaluate. You also should take into consideration how many hands your letter has to go through before it is addressed.
Our page offers HR Complaint Letters that are easy to download and fill out for you to get started with your complaint letters right away.