A complaint letter is a kind of a letter which is written by a person to register a formal complaint against a person, product, service or a company as a whole. These letters can be used in a number of different settings such as a consumer business, within an organisation, from a consumer to a service provider etc. Complaint letters give a medium to people to express their grievances and complaint about something or someone which they found inappropriate. A complaint letter is a formal letter which must be written carefully so that the complaint is considered seriously by the recipient and a strict action is taken. If you wish to frame an effective complaint letter, then the following points shall be useful for you.
- Start the complaint letter by writing the recipient’s name, designation or title, company name and address of the recipient.
- These details should be followed by giving the date of writing the letter. The date should always be written in a proper format and preferably date/month/year format.
- After the date, the salutation and the subject of the letter have to be written. The subject must be kept precise and crisp and it should have the reason for writing of the letter.
- The body of the letter should be divided into atleast two parts. The first paragraph should be reserved for writing the reason for writing the letter and giving the details of your complaint. The second paragraph must stress upon the actions to wish to be taken against the person who has committed the mistake or the service against which the complaint is made.
- One must always adopt a calm tone while writing the complaint letter and not get very aggressive.
- An effective complaint letter is composed of a valid complaint and thus one should avoid complaining for irrelevant subjects.