A complaint letter is difficult to write. It is because most people tend to assume that if they threaten the recipient with dire consequences, the latter will be compelled into making the required response. This, of course, is the wrong approach, unless you have already written six or seven letters earlier.
In an examination, you will be asked to write the first letter of complaint. This means that the letter must be carefully worded, because it is quite possible that your complaint is genuine and can be easily looked into. The tone of the letter must be calm, sensible and polite.
Imagine that you live in an apartment in a busy locality. The occupant of the neighbouring house, whom you have not yet met, is carrying on a motor repair business in a workshop he has constructed in the back garden. As he is trying to build up the business, he often works late into the evening causing a lot of noise.
The most distressing problem is the persistent pumping and hissing of a compressor, which is often running even after midnight, and which prevents you, and particularly your children, from going to sleep. The effect is that your health and their school work is beginning to suffer.
Here’s the letter you could write. Addresses, etc., have been left out so that you can concentrate on the style and content.
What is a letter of complaint?
A letter of complaint is one that is prepared when there is an index of dissatisfaction on the part of a client or user towards an organization or company, it is written to leave the manifesto of that need that has not been satisfied in an correct or according to what the supplier promised it would be. It can be drafted by one person or even by a group of people such as “The parents’ committee”.
When is a complaint letter used?
The complaint letter is much more focused on the dissatisfaction with the services, therefore, some of the most common cases could be:
- Poor treatment in some government agency
- Lack of attention in a restaurant, a hotel or a vacation center.
- Breach of a contract for a service such as mobile telephony, Internet, audio or video platform.
- Any problem with a teacher, educator or advisor, in the event that the service is education.
- Lost luggage by an airline.
- Delivery of a car in deficient conditions in a parking lot or automotive agency when after-sales service is performed on it, just to mention a few cases.
What are the elements of a complaint letter?
If you need to prepare a letter of complaint, the elements that you must take into account are the following:
- It begins with the date and place of issuance of the document, in the upper right corner.
- Continue indicating who you address and the position held by that person. They are generally addressed to those in charge of the customer service area.
- Follow the subject of the letter and start the conversation with a courtesy greeting.
- In the body of the letter you will expose all the facts and try to write them in chronological order so that it is easier to understand; include details that you consider important: names of the people involved, if you have any folio number, etc.
- In the last paragraph, be clear and punctual regarding what you are requesting regarding the issuance of that document and indicate that you are awaiting their response.
- Indicate your name and contact information, print it and sign it.
- In case you can include some element as part of the support of what you are arguing, include it as an annex.
Complaint Letter Example
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Complaint Letter to Hospital for Poor Service To,
Date: __/__/____ (Date) Subject: Complaint regarding ___________ (Complaint details)
Sir/ Madam, This is to most humbly inform you that I am__________ (Name) and I am a resident of _________ (mention). I write this letter in reference to the recent hospitalization dated __/__/____ vide patient ID number __________ (mention ID here). I beg to inform you that I/ relation _________ (mention) was admitted to your hospital for the treatment of _________ (mention treatment/ surgery name) and I am not satisfied with the services that your hospital has provided. _______________ (mention complaint issues – The room was not at all clean / the bed was not tidy / the hospital staff was not cooperative/rude behavior/ other). This is to request you kindly look into the matter and take appropriate action in this regard. I shall be obliged. I believe you will consider this issue genuine and you will look into the matter at the earliest. Your hospital is a renowned one and I did not expect this. For any inquiries, you may contact me at _________ (Contact Number). Regards, |
Complaint letter sample and format
Do you want to make your letter of complaint at once? Well, we have two options for you: the first is that you download the example that we leave you here so that you can guide yourself. But if it costs you a lot of work, then download the editable format to your computer and just personalize it, it’s easy, free and safe, take advantage of everything we do for you!
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