How to Write a Complaint Letter: A Step-by-Step Guide

How to write a complaint letter: A step-by-step guide

A complaint letter is a letter to express your complaint about services or anything. The complaint letter should be in a formal way with proper format. This article will help you to know about the format of the complaint letter and it will guide you to How to write a complaint letter and how to finish a complaint letter and how to finish a complaint letter. This article will guide you with everything about the complaint letter from writing a complaint letter to closing a complaint letter this article has everything

What is a Complaint letter?

A complaint letter is a formal letter to express your concerns and bad remarks to the authority about any services. The complaint letter should be in a formal format having everything about why you are writing that particular letter and what is the reason behind that and what are your opinions on that point.

For example- You ordered a product from any online website like Flipkart or Myntra and the product you ordered was delivered broken or damaged so you are supposed to write a complaint letter regarding the product you received and stating the reason that the product was damaged or broken

Parts of a complaint letter

1. Opening of the letter

2. The proper reason behind writing the letter

3.  A proper and concise description of the situation about why you are writing that particular complaint

4. A brief note about how you need the problem to be resolved by the recipient

5. Closing

6. Ending in a formal way

How to write a complaint letter?

The letter should be properly formatted in a formal way

The letter should address your concern in a polite way

You should use proper salutation in the letter

The main body of the letter should be very concise and proper enough to understand your concern by the recipent

You should write the complaint letter in a formal way and you need to be polite

It should be fair enough to address your query and it should be genuine

You should write the complaint letter in a proper format

Complaint letter format (How to write a complaint letter)

Here is the format of complaint letter or how to write a complaint letter and how to finish a complaint letter

Sender’s Address

Date

Receiver’s address

Subject- (Reason why are you writing that complaint)

Respect sir/ madam

Body of the letter- A brief Introduction, The main reason of the complaint letter, Conclusion

Closing of the letter

Name

Personal details

Reasons for writing a complaint letter

1, Complaint letter is written to express you grievance or bad experience about something

2. It is written to address your complain to higher authorities and designated authorities

3. It is written in order to address your complain in the best possible way

4. It is written to solve your queries and concerns for the complain

5. It is written to address a genuine complain in a formal and polite way

Samples of complaint letter

Sample-1 Complaint letter for delay of salary

H no-XX

Dehradun, Uttarakhand

Date- 01 April 2024

HR management department

Block no XX

Dehradun Uttarakhand

Subject- Complaint letter for the delay in salary

Respect sir/ madam

I am (name) an employee in your company with employee id (employee id). I want to state that my salary has not been credited yet and its been more than 5 days since its been delayed. I have to deposit my EMI’s and my monthly rents but due to my delay in salary I was not able to deposit it. Kindly please see to this and help me regarding this. I shall be very grateful to you. Thankyou

Thanking you

Name- (employee name)

ID- (Employee id)

Department

Sample-2 Complaint letter for rude customer service

Flat no-21, Diamond apartments

FMS road, Dehradun

Uttarakhand

29 April 2024

Customer service manager

ABC company

Dehradun, India

Subject- complaint for bad customer service of wrong items delivered

Respected sir/ madam

I am Ajay rana from sunshine apartments and I have recently ordered a bunch of groceries from your store but the items I have added to my cart and ordered were not delivered and instead some others items were delivered to me. This is a very big issue and needs to be corrected and highlighted that’s why I am writing this letter to bring this to your notice. Kindly pay attention to the needs of the customer an deliver things accordingly.

Thanking you

Name-

Contact no-

Sample-3 Complaint letter the theft of bike

1020 Sector 6

Jammu

25 August 24

The Station House Officer

Division No. 1

Jammu

Subject: The Loss of Bike

Sir

I want to report the loss of my bike. I went to the local grocery Store at 4 p.m. yesterday. I came out after half an hour and I found my bike missing. I asked many persons, but no one could give me any clue.

Mine is a new TVS bike. I purchased it only last month. It is of red colour. Its number is D-4144207. Its number plate bears my name also. Kindly help me to find my bike.

Yours faithfully

Name

Sample-4 Complaint regarding insufficient water supply

15 Street 2

Jammu

18 June 2024

The Executive Engineer

Irrigation and Public Health Division

Jammu

Subject- complaint regarding insufficient water supply

Sir

I would like to draw the attention of authorities to the bad condition of water supply in our village, Bahu fort. The villagers hardly get water for more than two hours in the morning and two hours in the evening. Long queues can be seen at the public taps. The situation is especially horrible during the summer months. Sometimes when there is no supply of water during summer, the villagers have to depend on the village well. The water of this well has become quite dirty and poisonous. The villagers are left with no alternative but to drink this contaminated water. As a result, they are suffering from various diseases.

You are requested not to neglect this matter any further in the interest of the life and health of the villagers. The authorities are requested to regularise the water supply and increase the supply hours.

Yours faithfully

Name