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Fillable Form Complaint Letter

A Complaint Letter is a type of letter written to address any type wrong doing, offence, grievance, resentment arising out of a product, service etc.

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What is a Complaint Letter?

A Complaint Letter is a formal letter written to the concerned authority if you have any problems, disputes, mistakes, misbehavior, or any kind of complaint.

A Formal Letter of Complaint is also written when you are not satisfied with some service, or you have a problem that needs to be addressed. This document is usually formal in nature.

The purpose of a Letter of Complaint is to find a suitable solution for a problem that has not been addressed. There is a multitude of issues that people confront, and filing complaints to bring these issues to the attention of higher authorities is the only way to solve them.

A Complaint Letter example usually includes the following information:

  • Sender’s Address
  • Date
  • Receiver’s Address
  • Letter Subject (reason for the complaint)
  • Salutations (Dear/Sir/Madam)
  • Body of the letter (introduction, complaint, conclusion)
  • Closing Salutations (Sincerely Yours)
  • Signature

The most significant aspect of a complaint letter is the problem. Make sure you describe the problem clearly and emphasize how serious it is. Any documents or copies of documents that could be used as proof should be included.

When writing a Formal Complaint Letter, make sure to state the problem in a clear and concise manner. Do not exaggerate. Explain the challenges you’re having as a result of the problem, and make sure you’re ending on a positive note.

Complaint letters can be a powerful tool for addressing problems. A well-written letter has the ability to attract the right kind of attention and generate results. You can demonstrate that you are serious about finding a solution to an issue by writing a thoughtful complaint letter.

To be able to create a well-written Complaint Letter Template, you do the following preparation before writing the letter.

  • Record the specific events. Whether you’re complaining about a poor product or service, or an employee’s behavior, make sure you document the details of the issue as soon as possible. This will guarantee that you have all of the necessary information before you begin drafting your letter. Include the incident’s time, date, and location, as well as the employee’s or product’s name and any other relevant information. Pay great attention to capturing the data objectively, as this will help you maintain a professional tone once you begin writing.
  • Find the proper recipient. Identify who should receive the letter or email rather than sending it to a general inbox or mailing it “to whom it may concern.” If you don’t, your letter is likely to go unread. If required, contact the manager of the location where the incident occurred or the company’s headquarters to learn who is in charge of such matters.

Here are some tips you can use when writing a complaint letter:

  • Stay focused on your goal. Explaining the negative experience and addressing the issue should be the focus of a complaint letter. Don’t go off on rants about the company, its workers, or its products. Make sure not to give irrelevant details about the person or entity that is causing the problem.
  • Describe the situation objectively. Keep the letter brief and straightforward. Use your notes to help you convey the situation clearly and concisely without becoming emotional or off-track. Do not rant or use foul language. Instead, use neutral language and keep the tone professional. Maintain your focus on describing what happened and finding a solution.
  • Include clear and concise details. Instead of making broad, general statements, include clear and concise details about the incident that prompted you to write the letter. Provide information about your negative experience, including time, date, and location. If an employee was involved, include that person’s name, as well as his or her job title.
  • Make a specific request. To make sure the recipient doesn’t think you’re merely venting your frustrations, indicate how you’d like the company to handle the matter. In some cases, you may just require an apology or assurance that the incident will never happen again. In others, you may want a defective product replaced or fixed. Don’t rely on the firm to come up with a solution for you. Instead, express precisely what has to be done to restore your faith in the company.
  • Provide your complete contact information. Provide information about how a company representative can contact you. Include your address as well as at least one other contact method, such as an email address or phone number. If you don’t provide your contact information in your letter or email, a company representative won’t be able to easily tell you how the company will respond to your complaints.
  • Enclose documentation. Include or attach any relevant documentation to your complaint. Documentation typically includes things like a copy of the purchase receipt that shows what you bought and when. If you have previously attempted to resolve a problem involving the same scenario, please send a copy of all previous correspondence. In cases when the product does not work as promised, you may also want to send a screenshot of the website where the inaccurate assertion about the item’s capabilities occurs.
  • Carefully proofread the letter before sending it. Review the letter for content, tone, grammar, and spelling errors. Consider having it reviewed by someone who was not directly involved in the incident for clarity. This can assist you to make sure the letter is detailed enough for someone who hasn’t been through the circumstance to understand what you’re trying to convey.

How to fill out a Complaint Letter?

Get a copy of Complaint Letter template in PDF format.

Using PDFRun, you can electronically fill out and download a PDF copy of a Formal Complaint Letter Template in minutes. Fill it out by following the instructions below.

Name of the Receiver

Enter the name of the receiver starting off with a salutation.

The Complaint

Enter a detailed description of your complaint in the space provided.

This section states your desire to address the problem as soon as possible, trusting the receiver to make the necessary steps towards a solution and for prevention in case of future occurrences.

Name of the Sender

Enter your full name.


Affix your signature.


Enter the date you signed the form.

Start filling out a Complaint Letter sample and export in PDF.

Frequently Asked Questions About a Complaint Letter

How do I write a complaint letter?

Writing a complaint letter can be tricky, but the most important thing to remember is to be clear and concise. State what your problem is, why you're unhappy, and what you want the company to do about it. Be sure to include specific details and attach a copy of any relevant documentation.

Here are some ways to write a complaint letter:

  • Start by addressing your letter to the customer service department.
  • Include your name, address, and contact information.
  • Be sure to include the date of your purchase, and the product or service you're complaining about.
  • Clearly state your problem and why you're unhappy with the product or service.
  • Provide specific details and examples to support your complaint.
  • Include copies of any relevant documentation, such as receipts or warranty information.
  • Politely request a refund, replacement, or other forms of compensation.
  • Be assertive but not aggressive, and avoid using profanity or threats.
  • Thank the company for their time, and close your letter with your signature.

Here are some additional tips when writing a complaint letter:

  • Be polite and professional. Remember that the goal is to resolve your issue, not to vent your frustration.
  • Avoid making general or vague complaints. The more specific you can be, the better.
  • Be reasonable in your demands. Threatening to never do business with the company again unless they give you a full refund is unlikely to result in a positive outcome.
  • Include all relevant information, such as order numbers, product names and numbers, and contact information. The more information you can provide, the easier it will be for the company to resolve your issue.
  • Edit your letter carefully before sending it. Check for grammar and spelling errors, and make sure that your letter is clear and concise.

What is a formal complaint letter?

A formal complaint letter is a written document that expresses your dissatisfaction with a product or service and calls for action to be taken to rectify the problem. The letter should be addressed to the customer service department of the company in question and outline your specific issue, as well as what you expect to be done about it.

Formal complaint letters can be sent via regular mail or email, and if you do not receive a satisfactory response, you may consider taking further legal action.

In general, this document should only be used as a last resort after you have attempted to resolve the issue directly with the company and have not received a satisfactory response. It is important to remember that formal complaint letters can be used as evidence in court, so it is vital to be clear and concise in your writing.

If you have a problem with a purchase you made or a service you received, take the following steps:

  • First, try to resolve the issue directly with the company. Most companies have customer service departments that can help address your concerns.
  • If you are not able to resolve the issue directly with the company, write a formal complaint letter. Be sure to include all relevant information, such as your contact information, order number (if applicable), and a detailed description of the problem.
  • Send your letter via regular mail or email, and keep a copy for your records.
  • If you do not receive a satisfactory response, you may consider taking further legal action.

Complaint letters should be formal and professional in tone, but you can also be creative with the format.

What words do you use in a complaint letter?

There are a few different words and phrases that you can use in a complaint letter, depending on what your specific grievance is. Some common examples include:

  • I am writing to complain about…
  • I am unhappy with…
  • I was disappointed with…
  • I was displeased with…
  • I expected better from…
  • I am not satisfied with…
  • I demand a refund for…
  • I demand compensation for…

If you have specific evidence or information to back up your complaint, be sure to mention it in your letter. This could include things like receipts, order numbers, dates, times, names of employees, etc. The more specific details you can provide, the better.

Your words in a complaint letter will also depend on whether you are making a formal or informal complaint. Formal complaints will usually require more formal language, while informal complaints can be made using more everyday language.

Some final tips for writing a complaint letter:

  • Be polite and professional, even if you are angry
  • Use “I” statements to describe how you feel
  • Focus on the facts of the situation
  • Avoid attacking or name-calling
  • Make sure your letter is clear and concise
  • Edit your letter for grammar and spelling errors before sending it off

How do you write a strong complaint?

There is no one-size-fits-all answer to this question, as the best way to write a strong complaint will vary depending on the situation. However, there are some general tips that can help you to ensure that your complaint is as effective as possible.

  • Be clear and concise — When writing your complaint, make sure to get to the point quickly and avoid adding extra details or going off on tangents. Instead, focus on making your point in a direct and straightforward manner. Try to keep your complaint as short as possible while still including all the relevant information.
  • Be specific — It is also important to be as specific as possible when writing a complaint. This means providing concrete details about what exactly you are unhappy with and why. For instance, rather than simply stating that you were displeased with the service at a restaurant, describe the specific issues you encountered. This will make your complaint more convincing and easier for the recipient to understand.
  • Support your claims with evidence — In order to make your complaint more effective, try to provide specific examples or evidence to back up your claims. This will help to show that you are not simply making an unfounded accusation. Moreover, it will make it more difficult for the recipient to dismiss your complaint outright.
  • Be polite — Even if you are extremely angry or upset, it is important to remain polite when writing a complaint. This doesn’t mean that you have to sugarcoat your words or hold back from expressing your dissatisfaction. However, using a respectful and professional tone will make it more likely that your complaint will be taken seriously and given the attention it deserves.
  • Be calm — In addition to being polite, it is also important to remain calm when writing a complaint. This means avoiding any language or statements that could be interpreted as threatening or aggressive. If you come across as too angry or hostile, your complaint is likely to be ignored or dismissed.
  • Keep it private — Unless you are filing a formal legal complaint, it is generally best to keep your complaint private. This means addressing it directly to the person or organization you have a problem with, rather than posting it publicly online or sharing it with others. By keeping your complaint between you and the recipient, you will increase the chances of resolving the issue without further escalations.
  • Be assertive — While it is important to remain calm, you should also make sure to be assertive in your complaint. This will help to ensure that your concerns are taken seriously and addressed in a timely manner. It will show that you are confident in your position and not afraid to stand up for yourself.
  • Be patient — It is important to be patient when writing a complaint. This means not expecting an immediate response or resolution to your problem. Instead, give the recipient some time to investigate your claim and get back to you. Following up if you don’t hear anything after a reasonable amount of time is perfectly acceptable. However, avoid bombarding the recipient with repeated complaints or demands for action.

Once you have submitted your complaint, be sure to follow up with the relevant party to ensure that your issue is not forgotten or ignored. This will show that you are serious about solving the problem and improve the chances of a positive outcome.

By following these tips, you can increase the likelihood of having your complaint taken seriously and potentially resolved in a satisfactory manner.

What is a formal complaint?

A formal complaint is a serious matter that is brought to the attention of an organization, business, or individual. It is usually made by someone who is not satisfied with the way they have been treated. Formal complaints are usually made in writing and may be sent to the person or organization responsible for the problem, or to a third party such as a government agency or an independent organization.

Formal complaints can be made about many different things, including:

  • Customer service
  • Discrimination
  • Harassment
  • Unfair treatment

Making a formal complaint can be a way of solving a problem and may lead to positive changes. It can also help to prevent the same problem from happening to others in the future.

If you have a problem that you feel has not been resolved satisfactorily, you may want to make a formal complaint. Before you do so, it is important to gather all the relevant information and to think about what you want to achieve by making the complaint. It is also important to be aware of the time limits for making a complaint, as well as the potential risks involved.

Making a formal complaint can be a daunting process, but there are organizations and individuals who can offer support and advice. In some cases, it may be possible to resolve the matter informally without making a formal complaint. However, if you do decide to make a formal complaint, there are various channels through which you can do so. These include:

  • Writing to the person or organization responsible for the problem
  • Making a complaint through an internal complaints procedure
  • Making a complaint to a government department or agency
  • Taking legal action

If you are thinking of making a formal complaint, it is important to get advice from someone who can help you understand the process and your rights. This could be an advocate, lawyer, or support worker. You can also find information and advice from organizations that specialize in dealing with specific types of complaints, such as discrimination or harassment.

Making a formal complaint can be a time-consuming and stressful process. It is important to be aware of this before you start and to make sure that you are prepared for it. Remember that you can get support and advice from organizations and individuals who can help you through the process.

If you have been the victim of discrimination, harassment, or unfair treatment, making a formal complaint can be a way of standing up for your rights and ensuring that the same thing does not happen to anyone else. It can also lead to positive changes in the way organizations treat their customers, employees, or other members of the community. However, it is important to remember that there are risks involved in making a formal complaint. These include the possibility of retaliation from the person or organization you have made the complaint against, as well as the possibility of legal action being taken against you.

What is the most important in a letter of complaint?

The most important thing in a letter of complaint is to be clear about what you are complaining about. You should also include as much detail as possible about the problem, including when and where it occurred and what you have done to try to resolve it. Finally, be sure to state what you would like the company to do to remedy the situation.

What type of letter is a complaint letter?

A complaint letter is a type of letter that is written to express dissatisfaction or displeasure with a product or service. This can be anything from a noisy neighbor to a faulty product. Complaint letters are usually addressed to a specific person or organization, and they request some kind of action be taken in response to the problem.

For example, if you're unhappy with the noise level coming from your neighbor's house, you might write a complaint letter to your landlord. Or, if you receive a defective item from an online order, you might contact the company to request a refund or replacement.

When writing a complaint letter, it's important to be specific about what the problem is and what you would like to see happen. This will help the recipient understand your concerns and take action accordingly. Be sure to include any relevant details, such as dates, times, and names of people involved.

What do you say at the end of a complaint letter?

You can end your complaint letter by thanking the person or organization you are writing to for their time, and politely request a response within a reasonable amount of time. You may also want to state that you will take further action if you do not receive a satisfactory response.

Be sure to include your contact information, and thank the recipient for their time.

What should be written in the first paragraph of a letter of complaint?

The first paragraph of a letter of complaint should include a brief explanation of the problem and the desired resolution. This paragraph should include the date on which the problem occurred and any pertinent information about the situation. Also, it should courteously request that the recipient investigate and rectify the situation.

How do you write a formal complaint at work?

If you have a problem with your job or your boss, it is important to know how to write a formal complaint letter. This will help ensure that your complaint is taken seriously and dealt with in the proper way.

When writing a formal complaint letter, there are a few things to keep in mind:

  • Make sure to include all relevant information, such as dates, times, and names of people involved.
  • Be clear and concise in your writing.
  • Avoid using emotive or inflammatory language.
  • Stick to the facts of the situation.
  • Include a detailed description of what you would like to see happen as a result of your complaint.

Once you have all this information ready, you can start drafting your letter.

Make sure to address the letter to the appropriate person, such as your boss or the human resources department.

What is an informal complaint?

The most common type of complaint is service-related. This includes problems with the quality of service, billing errors, and customer service issues.

Product-related complaints are also common, especially if there is a problem with the product itself or if it does not meet the customer's expectations.

Billing and payment-related complaints are less common, but can still happen if there is an error in the bill or if the customer is not satisfied with the way their payments are being processed.

There are also a few other types of complaints that are less common but can still happen, such as problems with delivery or returns, issues with the website or app, and general comments or suggestions.

If you have a complaint about a company, it is important to contact them directly to try and resolve the issue.

It is important to remember that filing a complaint will not guarantee that you will get your money back or that the company will take action to fix the problem. However, it can help to get the issue resolved and hold the company accountable for its actions.

What is a verbal complaint?

A verbal complaint is a complaint that is made orally, usually to another person. The person who makes the complaint is known as the complainant, and the person against whom the complaint is made is known as the respondent. Verbal complaints are often made in situations where the complainant feels that they have been treated unfairly or where they are dissatisfied with a product or service.

What is the purpose of a complaint letter?

A complaint letter is a formal document that someone uses to lodge a complaint with an individual, organization, or company. The purpose of the letter is to state the problem and explain how the situation has affected the person or business. The goal is usually to get a resolution to the issue. In some cases, the letter may also be used as evidence in legal proceedings.

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