We complain about bad things, bad service, and faulty purchases. There are times that we complain to the people who are responsible, but it seems like they don’t give a care. You don’t get any resolution. This is the time when you should write a letter of complaint to the management.
A letter of complaint is very useful if you seriously want to convey your disappointed or bad experience about a certain product, service, or person. We have here 44+ complaint sample letters that you can download or use as reference to help you make that effective letter of complaint.
Formal Complaint Letters
Formal Business Complaint Letter Format
Formal Complaint Letter Template
Formal Complaint Letter Sample
Formal Student Complaint Letter
Employee Complaint Letters
Employee Illness Complaint Letter
Employee Complaint Letter to Manager
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Airline Complaint Letter Samples
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Apartment Complaint Letters
Apartment Maintenance Complaint Letter
Apartment Tenant Complaint Letter
Why Do People Complain?
Have you been asked why you are complaining? I have been. But I am not referring to complaints regarding life being not fair, or jealousy, lack of empathy, and such. I am referring to complaints that are related to business, products and services, facilities, entities, etc.
- People complain about a certain product if it is faulty or defective. Who would be happy to pay for something that is not working?
- People complain because of bad service or lousy service. We always expect good customer service no matter where we go, so complaining about unsatisfactory service is somewhat common.
- People complain of false advertisements or discounts.
- People complain of rude employees or attendants.
- People complain of issues that appear to have no resolution.
What Should a Formal Letter of Complaint Include?
If you are planning to write a formal letter of complaint, it is important to know what it should contain to make your letter look professional, neat, and effective. You may also see sample letters in PDF.
- Your layout should be that of a formal letter layout style. It should also have a header and the name and address of the receiving party.
- You can write the greetings by using “Dear Mr. or Mrs. Smith.” You can also also address them directly by first name.
- Your formal letter of complaint should also have an introduction or opening paragraph. The introduction is where you will state clearly and concisely the reason why you are writing a letter of complaint. This will give the reader an idea on what the issue is about. You may start your introduction with “I am writing to complain about your service.”
- The body of the paragraph is where all the other details will be written, like the specifics of the complaint. Example, if the complaint is about a service that is not satisfactory or harmful, you may describe what happened and how it happened, including the date, time, the service, and the people involved.
- If it is a product, the product specific information should be provided, like the name of product, the brand, model number, serial number, the specific defect, and so on. An example phrase would be, “The product you sent me was faulty and not what I expected it to be.”
- A resolution should be provided with every complaint. In some cases, letters of complaint are read and accepted but no action is ever done to resolve it.
- A request for action should be included in your letter. You should demand from the people who are in charge of what you want them to do. If you need a replacement for the faulty product, clearly demand and insist for it.
- After all you have explained and demanded what you have to, write a conclusion or closing paragraph. An example phrase would be, “I hope that this matter will be taken care of promptly.”
- Provide a response time on how long you will wait for their response. Be reasonable and give them enough time.
- Your ending should close your letter. You should write your name after the closing greeting. You may also see sample letters in word.
Business Complaint Letter Samples
Formal Business Complaint Letter
Business Complaint Letter
Business Communication Complaint Letter
Customer Complaint Letters
Dissatisfied Customer Complaint Letter
Customer Complaint Letter Sample
Construction Complaint Letters
Construction Complaint Letter Sample
Construction Defect Complaint Letter
Delivery Complaint Letter Samples
Delivery Goods Complaint Letter
Delivery Shipment Complaint Letter
Delivery Service Complaint Letter
Delay Complaint Letter Samples
Delay in Order Complaint Letter
What Is a Consumer Dispute?
A consumer dispute happens when the person being complained about denies the allegations against them. If the person being complained agrees to the complaint, then there will be no dispute. It is also a complaint about conduct. Examples of a consumer dispute is when a customer is told that this product is on sale for 50 percent off its original price, but when the customer pays for it, she is asked for the full price. The salesperson who told them that it was on sale denied it and said that it was for another product. You can also check sample formal complaint letters. A consumer dispute could be about the following:
- Rudeness of an employee
- There is no communication or lack of communication between employee and customer
- If there are delays
- The costs of the product
What Is an Unsatisfactory Professional Conduct?
An unsatisfactory professional conduct happens in connection with the practice of some professional services, like law and medicine. It is unsatisfactory because it falls short of the standards of competence that are required from those professionals. Unsatisfactory professional conduct may include the following:
- The professional failed to comply with the standards of competency.
- The service being provided is poor or did not meet the standards.
- There is poor communication between the two parities that lead the failure of the other party to follow the correct instructions.
- When a supervisor failed to supervise an employee in doing property transfer tasks.
- The complaints might be about abusive language or offensive language. Threats are also included.
What Is a Professional Misconduct?
A professional misconduct is an act or behavior that violates the ethical and moral standards set by professional practice. It includes the omission of an act or the failure to maintain the practice of doing the standard procedure given by a certain profession. The acts included in a professional misconduct are serious criminal offenses, acts that have to do with dishonesty, tax offenses, and acts involved in management that calls for disqualification. You can also check witness letter format. Professional misconduct may also be about the following:
- The act being consistent
- If there is fraud or embezzlement of funds
- If the prices of the products and services are grossly overcharged
- If there is too much negligence
- If there is a conflict of interest associated with it and if the professional act is different from the instructions or standards that are provided
- The professional’s dishonest conduct regardless if they are inside or outside the court
Food Complaint Letter Samples
Food Complaint Letter Example
Food Quality Complaint Letter
Hotel Complaint Letter Samples
Hotel Complaint Letter Example
Hotel Service Complaint Letter
Hotel Bill Complaint Letter
Hospital Complaint Letter Samples
Hospital Staff Complaint Letter
Hospital Patient Complaint Letter
Hospital Care Complaint Letter
Job Complaint Letter Samples
Job Complaint Letter Format
Job Complaint Letter
Medical Complaint Letter Samples
Medical Negligence Complaint Letter
Medical Complaint Letter Example
Medical Treatment Complaint Letter
What Are the Types of Complaints in Terms of Service?
Although there are a lot of complaints that we hear, there is one type that is most common and they are complaints in terms of service. Don’t you just think that they are everywhere? If you are in a restaurant you can often hear customers complaining about slow service or wrong billing. If you are in malls you can hear customers complain about wrong pricing. If you are in an internet cafe or a coffee shop you can hear customers complain about slow internet connection or unable to connect. Those are just a few scenarios about service complaints. So here are the types of complaints in terms of service.
- You just got your telephone bill and you are shocked that they charged you for an overseas call that you didn’t make or a previous adjustment about a service interruption you have had called about before. Billing issues happen if there are discrepancies in one’s bill. It could be a new discrepancy or one that has not yet been resolved. These issues are common with telephone bills, credit card bills, cable and internet bills, and sometimes restaurant bills.
- Deposit issues arise when you shouldn’t be asked for a deposit or if the deposit amount is not what you had talked about. Another example of a deposit issue is when you have already paid the deposit amount but the person you paid it to denied the payment you made and claimed that you have not. Well, that is something to be frustrated about, isn’t it? There are also instances when you have issues with bank deposits.
- Disconnection issues happen when you lose service connection, like telephone, cellphone, cable, and internet connection. They are the most common services that gets disconnected often. Probably the most hated disconnection issue would be with the internet connection. Students, businesses, businessmen, and even large establishments use internet. Imagine the horrors that would happen to them if there would be internet problems. Power disconnection is also under this type.
- There are still other service issues that lead to people complaining and some would even have violent reactions. Other service issues include customer service, delayed service, network congestion, quality of service, refusal of service, and slamming.
Elements of a Complaint
Your complaint should have the following elements or it would not be effective as you expect it to be. If it is not effective then it will not work out fine.
- Heading and caption
- Statement of facts
- The cause of action
- The demand of relief or the remedy.
Do you have a complaint that you wish to reach to an establishment’s higher management or owner? If you do then you should write a letter of complaint. Writing a letter of complaint means that you are serious about the matter. You can choose from our samples and download them for you to use. You may also want to download sample business complaint letters. So don’t leave without downloading.
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