A powerful complaint letter is concise, factual, and professional, focusing on a clear, reasonable solution rather than emotional venting. To ensure it gets results, the letter should be typed, addressed to a specific person or department, and include all relevant details such as dates, account numbers, and supporting documentation (copies, not originals).
Information To Include in Your Letter
Basic rules
Customers who are direct and clear in their dissatisfaction, may use phrases like:
My complaint is that [list what you think went wrong or wasn't done properly. Be as clear as you can. It can help to make it short and to the point]. This situation has caused me [describe the impact this issue has had on you, your family or others who have been affected by the problem].
Examples of complaint in a Sentence
The board has received a number of complaints about the new policy. The company has a system to handle customer complaints. The lack of parking spaces is a common complaint among the city's residents. The lack of financial support is our biggest complaint.
Be clear about what you want
Explain clearly what you hope to achieve by complaining. But be realistic. Your request needs to be fair and in proportion to the problems you have had.
accuse criticize denounce disagree fret gripe grumble lament moan object oppose protest.
At the end of the letter, make it clear what you hope to achieve, and politely sign off.
8 customer complaint examples (and how to respond)
Be really polite and friendly — smile and use words like “I've always been a good customer so I'm really disappointed that…” and “I have given you good reviews online before this, but…” Understand that the person you are complaining to is the “front of house” and it's usually not their fault.
Whether you're documenting behavior issues or performance problems, the documentation must be written during or immediately following your meeting with the employee. This will ensure that all the details of your conversations are recorded accurately for full transparency.
Use this sample letter and these tips to write an effective complaint: Be clear and concise. Describe the item or service you bought and the problem. Include serial or model numbers, and the name and location of the seller.
Elements of a Standard Business Letter
9 mistakes to avoid
Common ways to end a letter include “Sincerely,” “Respectfully,” “Regards,” “Best,” and “Appreciatively.” Effective formal letter closings are polite, professional, and clear. They are generally used to express appreciation, respect, or goodwill toward your recipient.
Writing a good complaint letter or Email
They are interested in cutting through that stack of letter as fast as possible. Two to three paragraphs is all you need.
Examples of complain in a Sentence
He works hard but he never complains. If you're unhappy with the service, you should complain to the manager. The students complained that the test was too hard. “These shoes are too tight,” he complained.
prejudiced, wrongful. arbitrary biased cruel discriminatory dishonest illegal immoral improper inequitable inexcusable one-sided partisan shameful unethical unjust unjustifiable unlawful unreasonable unwarranted wrong.
Focus on how the problem can be solved, not on petty details of the problem. Stick to the facts and avoid emotional statements. Try to give the letter a polite, positive tone, not a negative tone. Do not use words that express blame.
The 5 Top Reasons Customers Complain
An effective complaints process should:
Protect Yourself And Prevent Unnecessary Conflict By Avoiding These Five Common Mistakes In Handling Workplace Complaints