When writing a letter of complaint it is important to have a polite tone as to not come across as threatening, whilst also being firm enough to communicate your dissatisfaction. You should not feel scared to write a complaint letter as it is very common and the only way for a service or product to improve is by knowing the faults.
In order to format your complaint letter there are certain criteria that should be included in order to receive the best outcome for all parties included. It is crucial to know who is being addressed, the problem that you will focus on and for you to have an idea of a fitting solution, which you will need to take into consideration when writing a complaint letter for different audiences.
How to Format a Complaint Letter?
The outline for a complaint letter is quite simple and this should provide an easy guide when it comes to writing your complaint. There is some extra complaint letter advice on what to say and what not to say, but principally you should stay clear and to the point. It is also worth remembering to write your letter in full block format, meaning everything should be aligned to the left (excluding your address).
- Details: include your contact details and recipient details at the top of the letter
- Addressing: formal addressing and give any account information or order numbers if possible and if applicable
- Description: briefly provide a description of the problem
- Facts: mention specific dates of purchase or when the situation occurred
- Effect: this is your opportunity to explain why exactly you are sending in the complaint
- Resolution: what you hope will be done, give suggestions
- Response: ask for a reply and/or solution by a specific date and that you are interested in following up
- Attachments: provide any particular evidence or documents
- Closing: encourage a response, respectful signing off
Check out our complaint letter samples for further help.
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