A formal complaint letter is written as a means to communicate in a semi-official manner to concerned authorities and voice your grievance. The complaint could be regarding problems after purchasing a new item, taking service from an organization and so on.
It can also include grievance against another individual or certain circumstance in work-place, home-front and so on.
The content should be brief and precise and the tone of the letter should be formal and polite.[ad type=”banner”]
Use the following samples and useful tips to write a formal letter of complaint either for bad service, against employee, or about bad product.
Formal Complaint Letter Writing Tips:
- Start by mentioning item/service requested. Mention new item’s specifications, location of store from where it was procured, date of purchase and warranty.
- Mention defect/damage noticed on delivery of new item or dissatisfaction in service provided.
- Mention if you are returning defective/damaged item to the show-room along with copy of warranty-card and payment-receipt.
- End by requesting concerned authority of the company to replace/repair the item or render proper service and oblige.[ad type=”banner”]
Utilize our formal complaint letter template to ensure your concerns are communicated effectively. Tailored for clarity and professionalism in every complaint.
Formal Complaint Letter Template
Formal Complaint Letter Template
From
__________ (your name)
__________
__________ (your address)
To
__________ (name of recipient)
__________ (designation)
__________ (name of organization)
__________ (address)
__________
__________
Date __________ (date of writing letter)
Dear Sir/Madam,
I had purchased a ….(mention item with specifications) from your store in …(mention location) on ….(specify date) with a …. (mention warranty period) warranty. I made a payment of ….(mention payment made) through ….. On opening the packed piece on delivery, I noticed that …(mention damage/defect noticed in new piece)
I am returning the piece to your show-room along with a copy of ….(mention copy of documents you are enclosing with the defective/damaged piece).
I request your office to …(mention how you want the concerned authority of the company to help you) and oblige.
Thanking You
__________ (your name)
Formal Complaint Letter Sample, Email and Example/Format
Sample
From
Jake Jason
#45, Shangrila Apartment
CA
To
Ian Smith
Manager
My-Choice Stores
Camac Street
CA
12 September 2013
Dear Mr. Smith,
I had purchased a Samsonyle food-processor, model number- 4588 from your store in Camac Street on 12 March 2013 with a two year warranty. I made a payment of $210 by cash. On opening the packed piece on delivery, I noticed that the mincing-blade was damaged. Also, the lid of the dry-grinder was slightly cracked.
The piece was unpacked and assembled by your representative. I am returning the same along with a copy of the warranty card and payment-receipt to your show-room.
Since the food-processor was unused and is under warranty, I request you to kindly dispatch a fully-serviceable replacement at the earliest to my residential address and oblige.
Thanking You,
__________
Mark Robinson
Email Format
At many times there are complaints that need to be put in writing. Complaint letters are an effective way of expressing your dissatisfaction with a product or service. They give a clear picture of your problem.
While writing a complaint letter always remember to include all the details of transaction in the letter. Describe your problem in detail and the step that you have taken from your side to resolve it.
Don’t forget to thank the reader in the end as it will give him an impression of request and appreciation.
Dear Mr. Khan,
I am writing to issue a complaint regarding a recent product purchase. On 12th April, 2010 I purchased a Juicer Mixer Grinder with a serial no. 194582 and product model no. is D3906 from one of your outlets for the amount of $130.
The product is not working properly. The grinder blades are blunt and while running the mixer the machine becomes very hot in few seconds. One of the juicer attachments was broken. I complaint three time at your customer service center but no action has been taken till date
I called at your customer service center for three times but so far did not get any solution of my problem.
Though I shop many times from your outlets but never faced this kind of trouble ever.
I request you to kindly look into the matter and resolve my problem as early as possible. Enclosed is the copy of the bill and my complaint no. is 25632.
Thank You,
Sincerely,
__________
Fatima Adam.
Why Formal Complaint Letter
- Professional Communication:
- A Formal Complaint Letter is used for professional communication to address issues in a structured and respectful manner.
- Clear and Concise:
- The Formal Complaint Letter is important because it presents the issue clearly and concisely, ensuring that the recipient understands the complaint without ambiguity.
- Establishes Seriousness:
- By using a Formal Complaint Letter, the sender demonstrates that the issue is taken seriously and is being approached in a formal manner.
- Provides Documentation:
- A Formal Complaint Letter serves as a documented record of the complaint, which can be used for future reference or escalation if necessary.
- Follows Protocol:
- Utilizing a Formal Complaint Letter follows proper protocol, which can be important for resolution processes within organizations or institutions.
Importance of Formal Complaint Letter
- Ensures Proper Handling:
- The Formal Complaint Letter is important because it ensures that the complaint is handled properly and follows official procedures.
- Creates a Formal Record:
- A Formal Complaint Letter provides a formal record of the complaint, which is crucial for tracking and resolving the issue.
- Facilitates Resolution:
- The Formal Complaint Letter is important as it facilitates the resolution process by clearly outlining the issue and desired outcome.
- Demonstrates Professionalism:
- Using a Formal Complaint Letter demonstrates professionalism, which can lead to a more respectful and effective response from the recipient.
- Encourages Accountability:
- A Formal Complaint Letter encourages accountability by formally addressing the issue and requiring a response or action from the recipient.