Complaint Letter Template

How to Write a Complaint Letter?

Follow these steps to create a Letter of Complaint:

1. Greet the recipient of the letter and introduce yourself.
2. Indicate the problem you have encountered. You need to outline the issue in full detail - list all the facts in chronological order and include key dates. If you attempted to deal with the problem yourself, mention the steps you already took and the results you achieved. Do not forget - you are drafting a formal Complaint Letter so remain calm and professional, your emotions cannot prevail even if the problem is severe since the complaint can be used against you in case the issue is considered in a court of law.
3. State the outcome you are looking for - maybe, you want a replacement for a faulty item, a monetary compensation, an apology from the responsible individual or department, or you want the violator to cease wrongful activities that led to your complaint.
4. Request response with a decision and plan to fix the issue within a reasonable time - it is recommended to resolve the problem in a few days or weeks unless it verges on criminal behavior like harassment which must be addressed immediately.
5. Attach documentation that supports your point of view - receipts, invoices, test results, affidavits, witness statements, etc.
6. Present your complaint in person and ask the appropriate employee or representative to put a stamp on your personal copy of the documentation to acknowledge receipt. Alternatively, you can send the envelope via certified mail to obtain a receipt - it will come in handy if the issue is not resolved quickly or if it escalates as a result of the inaction, and you are forced to file a lawsuit.

Browse these related letter templates:

• Workplace Harassment Complaint Letter;
• Hostile Workplace Complaint Letter;
• Apartment Noise Complaint Letter.