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Formal complaint letter example

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Formal complaint letter example
November 15, 2018 Anniversary Wishes 2 comments

Complaint letter/email template [remove this heading from your final copy].

When situations deemed to be undesirable arise, there are various ways of dealing with it. One way is by personally talking to the person/persons causing it or by calling/e-mailing them if you happen to know their contact details. Most of the time, this works. But when push comes to shove, you have to start dealing with things in a more professional manner. You can do so by filing a complaint letter against that person.Complaint letters should be written with utmost care and your words need to be chosen carefully since you want to avoid further misunderstandings. We have eight sample letters in this article that can help you out should there be a need for you to file a complaint letter.

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Complaint Letter Parts

The parts of a complaint letter are very much similar to any type of formal letter (see Formal Letter Examples). It includes the following:

1. Date.

This pertains to the date when the letter was written or sent.

2. Sender’s Details.

This includes the sender’s address and contact number.You may also see business complaint letters.

3. Recipient’s Details.

This includes the recipient’s address and contact details (if known).You may also see letter of complaint.

4. Salutation.

Start with a respectful and formal greeting.

5. The Body of the Letter.

This is the part where the sender will state the reason why a complaint letter is being sent to the recipient.You may also see complaint letter format

6. Closing Salutation.

End with a complimentary and respectful ending.Affixed signature over printed name of the sender.You may also seecomplaint letter examples.

Sample School Formal Complaint Letter

Formal Business Complaint Letter Format

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Platforms to Be Used in Sending Complaint Letters

There are multiple ways of making sure that your complaint letter gets sent to the recipient. Here are some of the ways you can do so:

1. Handing the letter personally.

This can be easily done especially if you are complaining against a neighbor or a tenant (if you are a landlord).You may also see response letters.

2. Certified Mail.

This is applicable if you are complaining about a service or product-oriented business or organization such as grocery stores or department store. If a return receipt is available, you can include a photocopy of your letter.You may also see professional letters format

3. E-mail.

These can serve as a backup method.You can refer to more samples at Complaint Letter Samples.

Formal Consumer Complaint Letter

Formal Complaint Response Letter

Formal Customer Complaint Letter

Formal Email Complaint Letter

Writing an Excellent Complaint Letter

When a complaint letter is written in a manner that is easy to understand and is strong in demeanor, it will be powerful and will be very effective in resolving the problems. It might seem like a chore to write one, but you have to think that it could result to you never having to deal with the problem again. In order to write an excellent complaint letter, you can refer to the tips below.You may also see response letters.

1. Your letters should list down the complete details of the incident—Did it occur more than once? What was the effect of the occurrence to you? When did this happen?

2. Your letters should have an assertive tone but should not be harsh with the choice of words and should still have a sense of friendliness to it.You may also see grievance letters

3. Your claims should be factual. If you have evidence, you should attach these to the complaint letter.

4. You can suggest ways in resolving the situation.You may also see HR complaint forms

Always put yourself in the shoes of the reader and consider his/her feelings.

The complaint letter templates in this article will help you out. These are available in both PDF (.pdf) and Word Document (.doc) format making them easy to edit and store in your devices. To make use of the templates, just choose the one you prefer and click on the Download button.You can also check out formal business letters.


File Format

  • Microsoft Word
  • Apple Pages
  • Google Docs

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Fillable formal complaint letter sample against a person. Collection of most popular forms in a given sphere. Fill, sign and send anytime, anywhere, from any .

19+ Formal Complaint Letter Templates – PDF, DOC

formal complaint letter example

Always try to resolve a problem with a business before seeking help from a consumer protection agency. You can do this by speaking directly with the salesperson or manager or if this fails, by writing a complaint letter.

When writing a complaint letter you should:

  • describe your problem and the outcome you want
  • include key dates, such as when you purchased the goods or services and when the problem occurred
  • identify what action you’ve already taken to fix the problem and what you will do if you and the seller cannot resolve the problem
  • ask for a response within a reasonable time
  • attach a copy of any supporting relevant documentation such as a receipt or invoice.

Use this tool to develop a complaint letter that you can print or email to the business. You can vary it to fit your particular problem.

Write a complaint letter

Below is an example of a complaint letter:

Dear Manager


I am unhappy with the quality of a television cabinet I bought at 5 Street on 15 December and I am writing to seek a replacement.

The cabinet doors do not open and shut properly and the stain on the cabinet is uneven, with one half darker than the other. The cabinet was delivered on 30 December and I noticed this problem as soon as I unpacked it from the box.

The cabinet is not of acceptable quality and does not match the sample cabinet I was shown in store. I would like you to replace it with one of the same quality and finish as the sample and arrange for return of the faulty cabinet at no cost.

I have attached a photocopy of my receipt as proof of purchase.

I would like to have this problem fixed quickly please. If I do not hear from you within 10 days, I will lodge a formal complaint with Consumer Affairs in my state.

You can contact me on 1234 5678 during working hours or after hours on 123 456 789 to discuss this matter further.

Yours sincerely,

Jane Brown

Enclosed: Copy of the receipt for television cabinet

Repair, replace, refund

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How to Write a Complaint Letter to a Company

formal complaint letter example

How to Write an Effective Complaint Letter

When you are filling out a complaint letter template, do your best to be as precise as possible. Try to avoid emotions, supporting your words with real facts. The following tips will help you to file the form effectively:

  1. Describe the item or service you paid for and describe the problem. Include as many facts as possible, for example, the date of the purchase, serial number or model number of the product. Additionally, say where you bought the product and who sold it to you;
  2. Those who prepare a form on a business situation should complete the document using official language, and address it to the correct department;
  3. Carefully describe the situation and how you’ve become a victim of someone’s unprofessional actions;
  4. Make a detailed plan and provide a brief description of the case. Remember, the best approach is to use a positive and respectful tone;
  5. Mind, that it is necessary to say in the introductory part of your template, that you are expecting fast reply.

The recommendations given above will help you to get an effective response from your document and show that you treat the case seriously.

What Information Should The Complaint Letter Contain?

The Complaint Letter includes the following details:

  1. The full name and complete postal address of the person, filling the application;
  2. The home and work telephone number to contact you for the discussion of the incident details;
  3. The name of the person and organization against which you are providing this letter;
  4. Include accurate and true-to-life facts, enumerating all of them;
  5. Name the action you want to be undertaken that will make you satisfied regarding the issue;
  6. It is necessary to sign the document, adding a sworn statement that your testimony is truthful and you understand that you are fully responsible for everything you have mentioned.

Complaint letters should be written with utmost care and your words need to be chosen carefully since you want to avoid further misunderstandings. We have.

An Example Complaint Letter

formal complaint letter example

Sample Complaint Letter Template

Use this sample complaint letter (.txt file) the next time you need to file a complaint. Are you unsure how to use it for your situation? Check out an example letter that used this format.  

Your Address
Your City, State, ZIP Code

(Your email address, if sending via email)


Name of Contact Person (if available)
Title (if available)
Company Name
Consumer Complaint Division (if you have no specific contact)
Street Address
City, State, ZIP Code

Dear Contact Person or Organization Name):

Re: (account number, if applicable)

On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number, or service performed) at (location and other important details of the transaction).

Unfortunately, your (product or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly; the service was not performed correctly; I was billed the wrong amount; something was not disclosed clearly or was misrepresented; etc.).

To resolve the problem, I would appreciate your (state the specific action you want: money refunded, charge card credit, repair, exchange, etc.). Enclosed are copies (do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).

I look forward to your reply and a resolution to my problem and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).


Your name


Need a sample of Formal Complaint Letter? Here are few handy ideas that will guide you to easily write a Formal Complaint Letter.

formal complaint letter example
Written by Shaktira
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