Formal Complaint Letter: How to Write (6 Examples + Template)

Service failure occurs now and then when you buy products or use the services of a business or government. Usually, when it happens, service failure can cause many problems for you. It is when you write a formal complaint letter.

A Formal Complaint Letter is a letter that you write to express your dissatisfaction regarding such service failure.

The letter typically addresses any form of resentment that might arise from service failure due to buying a product or service. By writing a formal letter of complaint, you express your dissatisfaction and concerns directly to concerned authorities regarding unfair situations against another individual or some other problems at work or home where you seek a positive outcome. It is a better and more formal way to approach business and workplace issues rather than shouting or ranting. Therefore, an ideal formal complaint letter should be direct and tasteful while you avoid ranting and raving incoherently.

If you are unsure how to write a formal complaint letter, you’ve come to the right place. In this article, you’ll come to know how to write one with examples you can use.

What is a Formal Complaint Letter?

Like the name, a formal complaint letter is written to express dissatisfaction over poor products or services. Such letters are usually addressed to concerned authorities and accompanied by facts and legal documents. Such documents might be payment receipts of other documents that prove your claims, depending on the situation.

When written well, formal letters can be practical tools that help you get the attention of relevant authorities for compensation. In addition, it motivates other troubled consumers, persuades concerned authorities to take appropriate action, and makes defaulters more accountable, responsible, and responsive.

Reasons to write one

There are many reasons you can decide to write a formal complaint letter. For example, you can write letters regarding grievances, offenses, wrongdoings, resentments, etc., from using a product or service. Whatever your reason, you must know that you have a right to complain. All citizens have the fundamental right to seek justice in the event of injustice, and the first step towards this is to file a complaint.

The first thing to know about writing a formal complaint letter is to write it in a respectful tone. The truth is, having to complain can be frustrating but then, writing the letter politely gives an excellent impression to the concerned person. It also increases your chance of getting a resolution as fast as possible.

Here is how you can write your effective formal complaint letter to get the answer you need as soon as possible:

Header

The header is the first part of the letter of your formal complaint. Here you will put information regarding the letter.

An ideal header should have the following:

• Date: Remember to include the date when you are writing the letter. Writing the date is usually the first thing to note on the left side of the paper.

• Your name and address: You should introduce yourself, including your address on the left side of the letter.

• Receiver’s name and address: On the same left side, just below your name and introduction, you should add the recipient’s name, address, and pin code if necessary.

• The letter’s subject: The subject line mentions why you are writing the formal complaint letter.

• Salutation: Next is the salutation. Ensure to begin your complaint letter with a salutation or appropriate greeting. Considering this formal letter, “Mr., Mrs., Miss,” followed by the person’s last name is good enough.

Introduction

After your header, the next thing is to start writing your letter. Your first paragraph should be your introduction.

Ideally, you should follow the following in your introduction paragraph:

• Introduce yourself in detail: Start by introducing yourself. Then, tell the recipient your name and mention any details they need to identify you in one sentence.

• State your complaint: Proceed to state and explain why you are writing the letter. Your complaint should be short and straight to the point. Usually, a line or two is enough to make your statement of complaint.

Body

Once you have completed the above, you move to the next paragraph, giving details of the problem.

• Describe your complaint: Give a brief description of the complaint you have

• Mention the problems you’ve faced: In another paragraph, explain in detail how the service failure has affected you. What problems have you had to deal with since the issue began?

• Conclude by stating the resolution of your problem: In the next paragraph, you have to explain what you expect from the recipient to solve the problem. For instance, you can ask them to make changes to solve the problem as soon as possible.  Or, in the alternative, you could request an apology, or you could ask for compensation in the form of damages.

Conclusion

Finally, the conclusion is the paragraph where you end the letter. Ensure you do the following in conclusion:

• Thank the recipient: Ensure to end your letter by thanking the reader for taking the time to attend to your complaint. You can also use your conclusion to highlight the crucial points you raised in the letter. This act will serve as a sort of quick recap to capture your reader’s attention.

• Your signature: The next thing is to add a final salutation to the letter, followed by your signature and name. Most time, people use “Yours faithfully” as the closing for their formal complaint letters. If you are sending the letter by email, you might not need to sign it. However, if you are delivering by hand, consider appending your signature to add more authenticity to the letter.

Here are free customizable templates for you:

Here are some basic professional tips that are being enlisted by our professionals for you to craft an effective complaint letter:

Be specific

Details are essential when writing formal complaints. The reason is the person you are writing to probably has lots of letters to attend to. It would be easier for the authorities to gain insight into your problems for fast solutions by explaining what happened in detail.

Specific details you might want to add to your complaints include the date and time of the event and the names of those involved. Being specific also means adding all-important related documents to your letter. This includes receipts, cheques, and other similar documents.       

Be clear about what you want

Mention what kind of results you expect from your complaint. While you state your expectations, ensure that you are fair and realistic. This could be a repair, exchange, store credit, or refund. Alternatively, you could ask the company to suggest how they intend to resolve the issue.

If your letter is good enough, you might get the compensation you requested, or they might negotiate something better. If your complaint is about terrible procedures, ensure to tell the authorities how you want them to change things in your letter.

Send the letter to the right person

This might look obvious, but you need to know to who to send your letter. Avoid sending your formal complaint letter to general mailing addresses, like “customer service” or “to whom it may concern.” Instead, make sure you send your complaint letter via certified mail and request a return receipt. When you have that, keep a copy for future purposes. If you send the complaint by email, ensure a printed copy showing you sent the letter. 

Use professional tone

When writing your formal complaint letter, always remember, that it must be written formally. Therefore, ensure to use only a professional or business tone throughout the letter. When you use a professional tone in your letter, it commands mutual respect from the person reading it, and they will likely be compelled to address you favorably.   

Avoid generalities

While explaining your point, ensure that you go straight to the point. Most people tell stories that only give a general overview of the problem. Instead of doing that, go straight to the point and explain in detail how the issue has affected you.

Be reasonable

It is doubtful that the reader will rectify your problem immediately. But then, you expect that they would see to it in good time. Therefore, ensure to tell them in the letter that you are giving them time to fix the issue. You might also let them know that you will take action if they fail to meet your demands.