Formal Letter Of Complaint

formal letter of complaint

A formal letter of complaint is a letter sent to an individual, organization, or other entity to register a complaint or to express dissatisfaction with a product, service, or situation. It is important to remember that when writing a formal letter of complaint, you should be clear and concise while still being polite and professional.

When writing a formal letter of complaint, you should begin by introducing yourself and providing your contact information. The letter should include your name, address, and telephone number. You should then explain the reason for your letter, offering a detailed description of the issue at hand. It is significant to provide as much detail as possible, including dates, names, and any other relevant information.

You should then explain the impact that the issue at hand has had on you, such as financial losses, physical or emotional distress, or any other negative impact. It is imperative to be as specific as possible when detailing the consequence.

At the end of the letter, you should state what you would like the recipient to do to resolve the issue, such as providing a replacement product or service, issuing a refund, or taking other action. Be sure to include an appropriate timeline for when you expect the issue to be resolved.

Finally, include a closing statement thanking the recipient for their time and attention.

Writing a formal letter of complaint can be a daunting task, but by following the above steps you can ensure that your complaint is heard and addressed promptly and expertly.

Why do we write a complaint letter?

Complaint letters are written to express dissatisfaction or annoyance about a product or service. They are written to provide feedback or to seek a resolution to an issue. Complaint letters help to alert a business to customer dissatisfaction and can also be used to demand compensation for a wrong.

How do I write a letter of complaint?

  1. Begin the letter by introducing yourself, and providing your full name and contact information.
  2. Explain the situation, including the facts and dates of your experience.
  3. Describe the problem in detail, providing specific examples and evidence to support your claims.
  4. State the outcome you would like to see.
  5. Request a response to your complaint and provide your contact information.
  6. End the letter with a polite closing.

What is the most important factor in a complaint letter?

The most important factor in a complaint letter is clarity. Your complaint should be clear and concise, and you should include all relevant details and evidence that support your complaint. You should also include a preferred resolution or outcome that you would like to see.

What are formal expressions for complaint?

  1. I would like to express my dissatisfaction with _.
  2. I am writing to express my disappointment with _.
  3. I am lodging a formal complaint about _.
  4. I am expressing my displeasure with _.
  5. I am raising an objection to _.

Complaint Letter Sample 1 – Formal complaint letter sample against a person

Dear [Name],

I am writing to make a formal complaint against [Name], who is a [position] at [company].

On [date], I observed [Name] behaving in an inappropriate manner. Specifically, [details of incident]. I found this behavior to be offensive, unprofessional, and disrespectful.

I would like to have a formal resolution to this incident. I expect [Name] to be reprimanded for their behavior, and to be made aware of the professional standards expected in the workplace.

Please contact me to discuss this issue further.


[Your Name]

Complaint Letter Sample 2 – Sample letter of complaint to management

[Your Name]
[Your Address]
[Today’s Date]

[Company Name]
[Company Address]

RE: Letter of Complaint

Dear [Recipient],

I am writing to express my dissatisfaction with the services I have recently received from [Company Name]. I have been a customer for [number of years] and have always been satisfied with the quality of service until now.

I had a [problem/issue] that required assistance from [Department], and the service I received was substandard. Specifically, [describe problem], and the representative was [unhelpful/rude/etc.]. I asked to speak with a supervisor, but none were available.

I am very disappointed in the service I have received and would like to request a follow-up call from a supervisor to discuss how this problem can be rectified. I understand that mistakes happen, but I would like to be assured that this kind of service is not the standard and that [Company Name] takes customer service seriously.

Thank you for your time and I look forward to hearing from you soon.


[Your Name]

Complaint Letter Sample 3 – Complaint letter to service provider


[Name of Service Provider]


Re: Complaint

To whom it may concern,

I am writing to bring a complaint to your attention about the [service] provided by your company.

I recently [bought/contracted/subscribed] your [service], and the [service] has been very unsatisfactory. Specifically, [outline the issue you have experienced].

I am extremely disappointed with the quality of service I have received and am asking you to take steps to rectify the problem. I would like to request that you [state your desired resolution], so that I can continue using your [service] without experiencing further issues.

I would appreciate if you could respond to this letter as soon as possible and let me know how you intend to resolve the problem.

Thank you for your time and I look forward to hearing from you soon.


[Your name]

Want to learn more similar topic about formal letter of complaint? Below are related examples:

How to write a strongly worded letter of complaint
Following up on your complaint letter
How do you write a strongly worded letter of complaint about your boss