How to write a complaint?

Asked by: Prof. Braxton Rowe  |  Last update: September 8, 2023
Score: 5/5 (7 votes)

Information To Include in Your Letter
  1. Give the basics.
  2. Tell your story.
  3. Tell the company how you want to resolve the problem.
  4. Be reasonable.
  5. File your complaint.
  6. Your Address.
  7. Your City, State, Zip Code. [Your email address, if sending by email]
  8. Date.

How do you start writing a complaint?

When you write a complaint letter, make sure you state the problem in a clear and concise manner. Do not exaggerate. Explain the difficulties faced due to the problem and see to that you address the problem on a kind note.

What is an example of a complaint letter?

I wish to complain about ____ (name of product or service, with serial number or account number) that I purchased on ____ (date and location of transaction). I am complaining because ____ (the reason you are dissatisfied). To resolve this problem I would like you to ____ (what you want the business to do).

How do you write a complaint sentence?

(criminal law) a pleading describing some wrong or offense.
  1. He who makes constant complaint gets little compassion.
  2. I have a complaint about the food.
  3. I'd like to make a complaint about the noise.
  4. My doctor prescribes aspirin for every complaint.
  5. I wish to make a complaint.

How do you make a successful complaint?

Here are a few things that will help make your complaint more effective and easier to resolve.
  1. Put your concerns in writing. More complex or less urgent concerns are best put in writing. ...
  2. Focus on the facts. ...
  3. Include important information. ...
  4. Be clear about the outcome you want to achieve. ...
  5. Ask for help.

How to Write a Complaint Letter

45 related questions found

How do you complain without blame?

The antidote for criticism is to complain without blame by using a soft or gentle start-up. Avoid saying “you,” which can indicate blame, and instead talk about your feelings using “I” statements and express what you need in a positive way.

What are the three typical stages of a complaint?

Stages of a complaint
  • Registration.
  • Eligibility.
  • Consultation Phase.
  • Compliance Review Phase.

What is the best starting for a complaint letter?

A complaint letter format will typically begin with the sender's details, followed by stating who it's addressed to, the date, and then the letter itself. The opening paragraph should state your reason for writing, and the meat of the text will go into detail about the matter.

Which of the following words should not be used in a complaint letter?

Don't write words that are angry, sarcastic, or threatening.

What is the starting line of a complaint letter?

  • I am writing to complain about ...
  • I am writing regarding ...
  • I am writing on account of ...
  • I am writing on the subject of ...
  • I am writing to you in connection with ...
  • I am writing to tell you how disappointed/annoyed I feel about ...
  • I am writing to draw your attention to ...

How do you end a complaint letter?

Don't forget to end your complaint letter with a closing salutation such as "Yours sincerely" or "Sincerely" and to leave sufficient space for your signature (usually three lines). Last, be sure your letter is free from grammar and spelling errors by sending it for proofreading by the professionals at Scribendi.

What are the three types of complaint letter?

There are three types of complaint letters: formal, informal and email. A formal complaint letter is the most common type of complaint letter. It follows a specific format and includes certain elements, such as the date, your contact information, the recipient's contact information and a description of the issue.

What is a formal complaint?

A formal complaint is a complaint made by an employee, representative of employees, or relative of an employee who has provided their written signature for the complaint.

How many words do you need to write for letter of complaint?

That letter should be over 150 words. Complaint letters are one of the most common types of letters that you can be expected to write. You bought a TV a week ago but when you got home you discovered it did not work properly. You called customer service to report the problem but you have not yet received any help.

What is most important in a letter of complaint?

State what you feel should be done about the problem and how long you are willing to wait to get the problem resolved. Make sure that you are reasonable in requesting a specific action. Include copies of any documents regarding your problem, such as receipts, warranties, repair orders, contracts and so forth.

How do you say complaint professionally?

Start politely

Starting a complaint with “I'm sorry to bother you” or “Excuse me, I wonder if you can help me” puts the listener at ease. People are easier to deal with if they feel comfortable so even if you are angry, try to stay calm and start the conversation with one of these phrases.

How long should a complaint letter be?

Be respectful when you write, even if you are writing a letter of complaint. Be concise and keep to the point, but don't leave out any important information. Try to keep your letter short enough so that it fits on one page. If your letter is more than a page long, use another page, don't use the back of the page.

What are the 4 types of complaints?

In general terms, there are four types of complaints – productive, venting, chronic, and malicious – and four varieties of complainers – aggressive, expressive, passive, and constructive.

What is the most common type of complaint?

10 common customer complaints
  1. Product is out of stock. ...
  2. Broken/defective product. ...
  3. Product doesn't meet expectations. ...
  4. Preferred payment not accepted. ...
  5. Long hold times. ...
  6. Disinterested customer service. ...
  7. Having to restate the issue. ...
  8. Issue not resolved on first call.

What are the first 3 things you should do when handling a complaint?

Three Steps for Effectively Handling a Customer Complaint
  1. Listen attentively. ...
  2. Empathize and apologize. ...
  3. Offer and execute a solution. ...
  4. Why Good Customer Service is So Important.

What must you never do when dealing with a complaint?

Failing to follow up with the customer, ignoring or dismissing the complaint, or acting as if it isn't worthy of addressing. Making excuses, deflecting, or laying the blame back on the customer, management, or another department.

What complaining does to a person?

Repeated complaining rewires your brain to make future complaining more likely. Over time, you find it's easier to be negative than to be positive, regardless of what's happening around you. Complaining becomes your default behavior, which changes how people perceive you.

What's another word for someone who doesn't complain?

Synonyms of uncomplaining (adj. patient) enduring. forbearing. lenient.

What is the difference between a complaint and a grievance?

A complaint is an expressed dissatisfaction, brought to the notice of the immediate boss. In contrast, Grievance implies any complaint or dispute voiced by an employee relating to an incident, decision, or issue amidst employer and employee, having an adverse effect on the employee's performance.

What style of writing is a complaint?

Complaint letters are usually written in a formal style. Use passives to be less direct and more formal, e.g. I was served quickly. Use Yours faithfully to sign off if you don't know the name of the person you're writing to.