Formal Complaint Letter template

When you are frustrated by issues caused due to another person, it's important to act swiftly after the problem was found. One good way is to file a formal complaint. When you want to start writing a complaint letter to the other party because of serious issues, you best to start simply stating the facts and explaining why the person or company. On top of that you need to emphasize the time and effort you had to spend to solve the problems caused by them.

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.

1. 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.
2. 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.
3.  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.
4. 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.
5. 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.
6. 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.
7. Be sure to include the best way to reach you, for example, your cell phone number, your email.
8. Make a copy of the complaint letter and anything else you are sending with it, and keep the copy with other relevant documentation.

Check out a sample complaint letter here:

Dear,

I am writing to make a formal complaint against {{name}}. My complaint is that they failed to provide me with a satisfactory service when describing what the person that had been hired to do for you, for example, dealing with the issue. My complaint is that list what you think went wrong or was not done properly. Be as clear as you can. It can help to make it short and to the point. This situation has caused me to describe the impact this issue has had on you, your family, or others who have been affected by the problem. In my view, you should describe what you think the person should do to put things right. 

• Apologize?
• Return documents they have been holding on to?
• Does more work to put things right? 
• Pay you some money to compensate you for something you have lost or had to pay for because of their poor service?

I understand that you are required to respond formally to my complaint. I shall follow up this letter if I do not hear back from you by giving a date in about five working days’ time. In the meantime, if you need any further information from me, please provide telephone me on the above number/ write to me at the address shown.

I look forward to hearing from you soon. 

Yours sincerely,

Place a handwritten signature or image of your signature.

Is this useful for you? Then surely download this Formal Complaint Letter template now and prevent writing your complaint from scratch.