How to Write a Complaint Letter
A complaint letter is written to complain about the wrong doings, bad state of affairs, errors, etc., to the authorities. This letter helps your voice to reach at the right place and to the right person. On many occasions, the authorities are caught unaware about the hardships commoners are suffering from. The reasons vary from purposeful negligence, apathetic attitude, or genuine ignorance. Hence, a letter of complaint proves useful in causing awareness and compelling the authorities to find solutions towards the problems. The letter has to be clear, concise, and factual. Preferably, maintain a straight-forward and curt tone without being rude and threatening in your tone.
The letter of complaint has legal importance too. A letter is often considered as an official complaint and hence is expected to receive immediate attention. If a problem aggravates and you fail to receive remedies for complaints, then you can take legal action on the basis of these letters. You can submit this letter as an important document to fight your case. Also, it will help you in keeping track of how much time and efforts you have given to solve a problem.
This sort of letter is used to raise your concerns about unfair things happening in society. You can write a letter to government offices about the poor infrastructure in the city, pollution, traffic problems, etc. As an employee you can complaint against any poor quality amenities or unfair treatment given to you. A citizen has every right to complain and make the authorities aware of his situations. By writing a letter, you can pressurize the system and get the work done.
Take a look at following points that will help you in writing a complaint letter:
- The letter has to begin with your name and address followed by the receiver's name and address. The letter has to address the specific person who will solve your concern.
- This letter has to mention the facts like dates, people concerned, amount invested, etc. This will help the officials in understanding the nature of your complaint at the first glance.
- The letter should have a polite, positive, and soft tone. Your anger and aggression should not come out through the letter. The letter should show respect towards the authorities.
- The letter has to be concise. Use short paragraphs to describe your complaint and how you had to suffer due to the problem. Every detail has to be clearly specified.
- Honesty is the best policy. Go with this saying when you draft this sort of letter. This will help the people whom you are complaining to understand the real state and how you are suffering.
- You can enclose the photocopies of documents like receipts, agreements, proof of complaints made previously, hard copies of email received, etc., to make your points strong and give proof of how the system has not helped you.
- Do not use the letter as a means of threatening the company for giving you a bad product or service. After many complaint letters, the situation remains same then you can use stern voice tactfully in the letter. If you are really going for a legal action then mention it in the letter.
- Do not use the letter as a means of threatening the company for giving you a bad product or service. If it is first letter of complaint, then make it sound more like a request than a complaint. Ask the authorities to look into the matter and resolve the problem. Even after several warning letters, if the situation remains same then you can use stern voice tactfully in the letter of complaint. If you are really going for a legal action then mention it in the letter.
- The letter has to be signed with your full name at the end. The letter has to carry your contact numbers and email address, so that the authorities can contact you.
- Proofread the letter before dispatching it. The letter should not have typographical, spelling, or grammatical errors.
Complaint letters are widely used by everyone to express disappoint or anger against a certain issue. Although it is a letter expressing a complaint, the writer is not expected to be unprofessional and expressing views rudely. The complainant is allowed to be strict and curt in writing about his grievances and demands, but not rude. Hence, follow the letter writing guidelines and refer to the letter templates to draft effective letter of complaints.
Let see types of complaint letters :
Sample Complaint Letter
Complaint Letter to Higher Authorities
Customer Complaint Letter
How to Write a Complaint Letter About an Employee
How to Write a Complaint Letter About Your Boss
Sample Complaint Letter for Bad Service
Sample Complaint Letter Poor Customer Service
Sample Discrimination Complaint Letter
How to Write a Complaint Letter to a Company
How to Write a Complaint Letter to a Landlord