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A complaint letter is a formal document that people use to legally address offenses, grievances, or any type of wrongdoing by a person, organization, or company. By sending a complaint letter promptly, you're not only notifying the business or organization to take action as soon as possible, but you're also saving others the trouble of having to go through a similar issue.
Filing complaints and settling disputes have their standards and may vary if it involves crossing borders. The International Consumer Protection and Enforcement Network has instructions on what to do if you need to settle either national or cross-border disputes. But one thing's for certain, a complaint letter should always be written and we're here to provide instructions on how to create one effectively.
Don't be in a hurry when writing a formal letter, sit down and organize your thoughts carefully. Planning what to write and how to organize the information is always the best strategy for relaying a message, unorganized ideas will be seen as confusing to the reader. In the case of complaint letters, the respondent will have problems understanding the issue and will most likely ignore the document.
Once you have figured out how to structure your letter, the next thing to consider is the layout or format of the document. Just like an acknowledgment or recommendation letter, your complaint letter needs to observe a formal and professional format.
They say the font style helps the reader in knowing a little bit about the letter, which is why you should always choose a font that's not only appropriate but also legible. Most formal and legal materials go with either serif or sans serif fonts, they both look pleasing to the eyes and help in making the content clear for the readers.
Any type of letter, not just complaint letters, can be incorporated with some colors and still be effective. This helps in making your document stand out and get the reader's full attention. The same way as you address appointment letters, you can add colors to the border or header, just make sure not to overdo it to keep your letter from becoming distracting and unprofessional.
If your complaint letter contains more than just one issue, be sure to discuss them one by one. This means that every paragraph of your letter should focus on only one issue or idea, just make sure to provide a justification or thorough explanation per issue. If you want, you may even write a separate paragraph for all suggested resolutions.
When writing a letter of intent, warning letter, or complaint letter, your focus should not be distorted by your emotions, always be polite and formal when addressing your concerns. Never use foul or vulgar language because the respondent might use it against you. With a clear thought, be straightforward when writing your complaint letter, you can even thank the reader for hearing you out.