Format Of Complaint Letters & How to Write with Example

Format Of Complaint Letters: A complaint letter is sent to authorities in charge when we aren’t satisfied with the service they offer. They are usually formal. If we place an order for something and it’s delivered defective, we send the letter to the concerned business or person and complain over the merchandise. Therefore, the department responsible will take proper action in response to the complaint.

There are many reasons to write complaint letters, like wrongdoing, grievances, offences, resentment due to products or services, etc. This is the legal right for each citizen of this country to file a complaint about unfair situations that happen to them and receive an effective result.

Learn about other forms of Letter Writing, such as formal, informal and various types of letter Writing Examples.

For instance, if roads in your region are prone to potholes, we must send an official letter to the concerned department to fix it. Otherwise, it could pose an issue for those who live in such regions to travel. It could also cause pedestrians to fall and accident on the road. So, it is essential to take appropriate actions against it.

The public service offered to the public by the state is intended for the benefit of all citizens. If people are unhappy with the service they receive and want to voice their displeasure, they can raise their voices by writing a letter to the government authorities in the area in question.

What is the format of Complaint Letter?

The letter of complaint format is a formal letter written to the concerned authority if you have any problems/ dispute/mistakes/misbehavior, or complaints. The design for writing the letter is as follows:

How Do I Send a Complaint Letter?

The best ways to compose the proper format for a complaint letters are:

• The letter should be written with respect. Although you may have a complaint concerning something and are unhappy, if you compose the letter respectfully, it conveys a good impression to the person concerned and your chances of getting an outcome are also high.
• Always start by introducing yourself at the left end of the letter.
• Do not forget to mention the date on which you wrote the letter.
• The recipient’s name or letter should be included along with the Pincode.
• Write the reason for writing your letter on the front page of the letter.
• Begin the letter by saluting or with a appropriate greeting.
• Start the first paragraph by introducing yourself, and then write why the letters are created. The letter should be loud and crystal clear.
• In the second paragraph , briefly describe your problem and the problems the complaint is causing. Don’t diverge from the primary subject.
• The third paragraph must include the final part, in which you provide the solution to your issue.
• Thank the person who responded to read the letter.
• Examine the spelling and grammar mistakes , if there are any.
• You could highlight the crucial aspects of the letter to catch the readers’ attention.
• The letter should be presented in the correct format.

Examples of Complaint Letters

There are many reasons to write a letter of complaint. Let’s look at the examples based on various scenarios to help you understand how to write a complaint letter. Sample Letters of Complaint are like this:

Complaint Letter to Poor Service

Communication to Management

There are a variety of management communities which manage different departments. We will look at a sample here to create a management authority.

Complaint letter to employer about Salary

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Questions and Answers about Complaint Letter Format

Answer 1.
What is an accusation letter?

Answer:
The letter of complaint was sent to authorities in question when we weren’t satisfied with the service they offered. The letters are typically formal. When we purchase an item only to be delivered defective, we email the relevant business or person and complain about the item. Thus, the proper actions is taken by the department responsible in response to the complaint.

Question 2.
What are the motives for writing a complaint letter?

Answer:
There are many motives for writing complaints like wrongdoing, grievances, offenses, frustration arising from products or services. This is the legal right for each citizen of this country to file a complaint regarding unfair situations that happen to them and to get a satisfactory outcome.

3rd question.
What format should you follow when creating the complaint letter?

Answer:
Address of the Sender

Date
Address of the Receiver
Subject
Salutation
Body
Conclusion
Stop the letter