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Formal complaint letter template word
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8+ Free Complaint Letter Samples - (Employee, Business, Product) · Sample Complaint Letter - 9+ Examples in PDF, Word.

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

The thing that makes the above two complaint letter examples different from what you will typically find online is that they are "real-life templates". In other words.

Complaint Letter Template and Samples

formal complaint letter template 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. You may also see Letter Samples.

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.

Restaurant Complaint Letter Template


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US


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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.

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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.

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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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Complaint Letter Template

formal complaint letter template word

In any organization, you may encounter an employee or two who have complaints. In larger organizations and companies, you may have to deal with a lot of complaints each day.

In order to handle such issues better, you may need to issue an employee complaint form. Usually, an organization’s structure consists of different layers and departments.


Often, problems may arise between groups or the individuals within them. Sometimes the reasons are work-related while sometimes they’re personal. Give your employees a form or a complaint letter template to fill out.

Then you’ll have concrete proof of the complaint. There are no “standard” formats for such templates so you can create one for your employees.

Such templates are versatile too. You can use them for common complaints or even as an employee harassment complaint form. Keep a basic template on your computer and change the details if you need to.

If you want, you may include different categories for the complainant to fill up in the form.

Whatever complaint your employees may have, you need to deal with it. It may be because of verbal abuse, insubordination, theft, sexual harassment, and more.

Complaint Letter Templates

When to use an employee complaint form

No matter how great your workplace is, you may have to deal with complaints from time to time. These happen in small and large workplaces, though the frequency may vary. To be able to deal with complaints better, you need to come up with procedures for complaints.

Such procedures should involve the use of an employee complaint form. You may even want to create an employee complaint investigation form. The person who is investigating the issue may use this form.

This way, the whole process gets documented better. Usually, you can use the form if:

  1. You’re an employee and you want to complain about an issue at work.
  2. You own the company and you want to give your employees a “formal” method of presenting the complaint.
  3. You work in the HR department and you want to have your documents ready when the employees need them.

Each day, the HR department of companies deals with complaints from employees. This is because companies usually have a lot of employees. Some of them may work well with their office mates while others may not. Because of this, issues arise between the employees.

In order for the right people to know about issues in the workplace, you can give out forms for them to fill out. It may be a standard form or an employee harassment complaint form for more sensitive cases. Such forms may also serve as a feedback.

You can use them to evaluate how well the HR department handled the situation. If you have complaint procedures in your workplace, make sure to apply them. No matter what kind of complaint an employee has, they have to file it.

This is important to ensure that the right people may help them put right their grievances. The form serves as an official document which you can review and use for the investigation.

Usually, the complainant would have to fill out the form himself. After that, he would have to submit it according to his company’s policies. Such a form is vital.

It serves as the basis of the communication between the employee and the one who deals with issues. An employee must fill out the form when:

  • He/she has an issue with a co-worker.
  • He/she hasn’t received full salary.
  • He/she sees a lack of discipline done by anyone in the company.
  • He/she sees someone breaking the rules or breach the security of the company.
  • He/she sees anyone in the company carrying out fraudulent activities.

Whoever deals with the complaint should keep all the details about it on a need-to-know basis. Usually, only the manager or owner needs to know about complaints. This is aside from the HR department.

So, they shouldn’t share the details with any other employee. An effective form or complaint letter template may help you address problems at work. No matter what the issue is, you need to fix it before it becomes bigger.

You may be the one tasked with filling the employee complaint investigation form. As such, you have to include all the important information. You also have to include what you’ve done to fix the issue.

When an organization has a formal process for complaints, it’s beneficial to everyone. It ensures that the workplace is safe and fair. Employees submit these forms to the HR department, to their supervisor or to the manager.

Employee Complaint Form

Parts of an employee complaint form

When you’re creating a template for your form, do research first. You should know what it should look like and what it should contain. You may want to search for complaint letter samples online just to have a good idea on how to create the form.

But no matter what kind of complaint form you’re making, it should contain 3 major parts. These are:

  1. The name of the employee giving the complaint.
  2. The employee’s job title.
  3. The reasons for the complaint.

These are the most important parts of the form. However, you may include other details as you see fit. For instance, an employee harassment complaint form may contain more parts to fill-in.

This is because such an issue is more serious and so it would require more details.  All your employees should know that they have the right to submit a complaint. This is especially true if they see or experience any violations in the workplace.

Employees should write their complaints briefly and precisely though. This ensures that all the relevant information is on the form. Employees must also write their complaints in a convincing but objective way.

Don’t write all your rants on the form as it might give the reader a wrong impression. Choose your words carefully when writing on the form. Do this to convey your message and describe the whole situation clearly.

Types of employee complaint forms

No matter how well a company works, there’s bound to be some issues and complaints. Because of this, you may need to make forms available for your employees to fill out if they need to.

If you have any problems in the office which affects your performance, you need to file a complaint about it. The best things to do are talk to your supervisor or the HR department and fill out the form to make it official.

Of course, you need to voice out your concerns in a professional and respectful manner. This is where complaint forms come into play. There are many different types of forms so ask your HR department which one you should use.

Here are some of the most common types of forms:

  1. Classified employee complaint form
  2. Civil service employee complaint form
  3. Covered employee complaint form
  4. Employee behavior complaint form
  5. Employee complaint concern form
  6. Employee complaint investigation form
  7. Employee contract complaint form
  8. Employee internal complaint form
  9. Harassment complaint form
  10. Public employee complaint form

Before making a complaint, it’s also a great idea to go through your company’s handbook. It should contain all the information you need about the process of filing a complaint.

If your company doesn’t have a handbook, you may speak to someone in your HR department. They would know all about complaints, how to file them, and how to deal with them.

Before you file the complaint, know everything you need to do before you fill up the form. In some companies, you may have to speak to your supervisor first before filing a complaint. No matter what the policies and procedures are, make sure to follow them all.

Complaint Letter Samples

Dealing with employee complaints

Employers try to make sure that their employees are always satisfied and happy. This applies to their working conditions as well as their work. But no matter what they do, employee complaints are always a possibility. When such issues arise, the employees must communicate openly and productively.

Have you ever thought about what justifies a complaint? It may seem easy to determine, but there’s actually no standard definition. A complaint may actually be a genuine or imagined feeling of discontent. It’s usually experienced by an employee.

It’s important to communicate these complaints to your supervisor. You may even communicate them with the management of your organization. In this way, they will be able to help you handle the issue.

If you’re in the HR department, you need to know how to deal with employee complaints. When you do this, you’ll be able to keep your employees happy and content. Here are some great ways to deal with complaints and grievances in the workplace:

Set up a system for complaints

First off, you need to set up a system for your employees to follow. You need to include the system and its policies in your company handbook. Once you’ve established the system, you can start using it as a reference.

Then, assign a person or a department in your company to receive all the complaints. This is usually the responsibility of the HR department. Remember that you need to practice discretion when it comes to complaints. Make sure that whoever you assign knows this.

There should also be a central location where employees can file their complaints. You may require the employees to submit the complaints straight to the people in charge. Either that or provide a receptacle where they can place the forms they filled up.

Orient your employees on your complaint procedures. Also, make tell them that whatever complaints they make will remain confidential. Otherwise, employees may feel hesitant to speak their minds in fear of retaliation.

Aside from filling up the form, you can encourage your employees to talk to their supervisor. In doing this, you’ll be able to get a clearer picture of the complaint and the situation surrounding it.

Finally, you should also establish a schedule for addressing the complaints. You have to deal with them quickly and efficiently. Set a timeframe for dealing with complaints so the employee knows what comes next.

You don’t want to allow employees to make complaints only for them to realize that you won’t solve them.

Complaint Investigation Forms

Categorize the complaints

When you’ve established your system, you also need to start categorizing the complaints. You need to be able to determine the priorities of these complaints. Here are the 3 main categories you may consider:

Safety and work environment

Complaints in this category may include various issues. These deal with the work environment of your employees. These may include anything from uninterested managers to unsafe work conditions.

Unreasonable policies of the management

Some employees may feel that management policies aren’t reasonable. In cases like these, an employee may want to file a complaint about it. Such complaints may include lack of production standards, overtime regulation compliance, and others.

Violations of policies and rules

If you have complaints related to policy or rule violations, you can place them in this category. These complaints may be regarding any employee working in the organization.

Address the complaints

The next step is to start addressing the complaints. Do this according to the priorities you’ve set. Here are some steps to guide you when addressing complaints:

Acknowledge the complaint

Let your employee know that you received the complaint and you will address it in a timely manner. You don’t have to give an immediate fix but you do need to follow the timeframe you’ve set.

Investigate the situation of the complaint

Collect all the information you need about the complaint. You need to know the situation where the complaint happened. If anything is unclear on the form filled up by the employee, clarify it.

Decide on what to do

When you have all the information you need, think about your decision about the complaint. Share your idea with the management and see if they agree on what you’ve decided.

Act on your decision

Finally, act on your decision and do so swiftly. When you do this, your employees will know that you value their complaints and them too.

Posted on February 15, 2018In Documents

Tags:Complaint, Documents, Employee, Forms, Letters

Sample complaint letter for customer complaint is a free business form letter template. Download Customer Complaint Letter Template – Word General Business Letter is a letter template that can be used for sending a formal letter for .

13+ Sample Formal Complaint Letters – PDF, Word, Apple Pages, Google Docs

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A formal complaint letter word should be formal and short. That’s it. Although the letter can get personal, try to keep it as professional as possible. Good examples of complaint letters have already been written in letter of complaint template, and you can download the template for reference. The template can be edited in word or excel and thereafter be easily converted to PDF files. You can also visit Letter of Complaint Template. A complaint letter can be written by anyone. An employee can write the letter to an employer or a supervisor. Students can write the letter to teachers and customers can write this type of letter to sellers. These are just but few examples of what you can do with the template. You may also see Complaint Letter Templates.

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southtees.nhs.uk | If you want to lodge a formal complaint with a hospital for previous treatment received then this is the right template for you. Our Word letter template is designed by experts.

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Formal Letter of Complaint PDF Format Download

smokefreehousingon.ca | Since writing formal letters is a task, our free complaint letter template is designed to make that easy for you. Download it here in PDF file format and create your formal letter of complaint.

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Formal Letter of Complaint Document Format Free Download

tackching.edu.hk | The best way to write a formal letter of complaint is to use a carefully drafted sample like this one. The template can be downloaded in Word format and customized as desired.

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nca.ie | Our formal complaint letter template can help you write a fully inclusive letter about service or products you were sold. Download it here in an editable Word file format free of charge.

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Formal Letter of Complaint Document Template

taniasanti.files.wordpress.com | In order to create a formal complaint letter that is well written, this PDF file format template will be of great help. It is properly organized to make your letter presentable.

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Format Letter of Contracor Complaint Template

ag.nd.gov | If you want to make a letter of complaint to a contractor about a job poorly done, this sample design is what you need. It is downloadable for free in PDF file format.

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Formal Complaint Letter Form Agreement Template

state.nj.us | This expertly designed complaint letter template instructions can be used by anyone to create an accepted letter of complaints. Download it here in PDF file format and understand the process.

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Formal Complaint Letter To Landlord Template

smokefreehousingny.org | In order to lodge a formal complaint to your landlord, this template letter design is what you need. It includes specific points of complaints directed at the landlord. It is available in Word.

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You can use this handy template to complain to your provider. April 26, Publications · Fact sheets. Related Projects. Complaints alleging negligence.

formal complaint letter template word
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