How do you write a formal complaint letter?
The best way to do this is by sending an email explaining the problem in detail. Here are some suggestions for writing an effective complaint letter.
- Explain the problem as clearly and to the point, as you can. The recipient will not go to read a letter that goes on and on. Make your points clearly, with specific detail, as briefly as possible.
- Be polite and respectful in your letter. Presume that your recipient will do the right thing, operate in good faith, and behave like a professional. Set a good example for your recipient to follow.
- Suggest ways to resolve the problem. Tell the recipient that you want to cooperate to reach a solution that is favorable to both of you.
- Do not threaten to report your recipient and your problem, or to sue the recipient. It may become necessary later on, and that would be the time to tell the recipient will comply with your needs and act accordingly.
- Send printouts of photos with the letter if pictures would help show the recipient exactly what the problem is. Make sure you are able to make a copy or printout of what you send.
- Ask the recipient to respond to you in a reasonable amount of time – remember to be polite! A “reasonable amount of time” can vary on the urgency of the problem.
- Be sure to include the best way to reach you, for example, your cell phone number, your email.
- Make a copy of the complaint letter and anything else you are sending with it, and keep the copy with other relevant documentation.