Making a complaint about someone is always a difficult undertaking, and writing about it is even more difficult because everything is documented. For example, if we order a product and it arrives defective, we write a letter to the linked person or company, expressing our dissatisfaction with the goods. As a result, the concerned agency will take appropriate action in response to the complaint. In the article below, we will look at the complaint letter format as well as some sample letters.
Complaint Letter
A Complaint Letter is a type of formal letter that is written to address any type of wrongdoing, offence, grievance, or anger that arises from a product, service, or other resources. There could be a variety of reasons for submitting a complaint letter, including potholed roads, hospitals that do not provide enough medical care to their patients, officials accepting bribes, and numerous other flaws in our system. Every citizen has the right to speak out against these violations by sending a complaint letter and bringing these matters to the attention of the appropriate departments.
A complaint letter is designed solely to anticipate rectification for a certain subject. However, if the authorities appear to be unresponsive, the individual has the right to file additional lawsuits or court cases against the firm provided the substance of the complaint is legitimate.
Guidelines to Write a Complaint Letter
- Be formal and prevent using harsh or offensive or abusive language.
- Concentrate on the most critical details. Provide no unnecessary background information.
- The objective of writing should be obvious.
- Do not stray from the topic and write concisely.
- It is critical to introduce the person authoring the letter.
- The date the letter was written, as well as the recipient’s information, should be included.
- The subject line should be mentioned clearly.
- Proofread your message to ensure that there are no grammatical or glaring faults.
- Make a great presentation and use straightforward language.
Complaint Letter Format
The following is the complaint letter format:
Sender’s Address
Date
Receiver’s Address
Subject: ____________ (Mention the reason for complaint)
Salutation
Body of the Letter: Introduction, Main reason to write the letter, Conclusion
Complimentary Closing
Signature
Name
Complaint Letter Samples
A complaint letter could be written for a variety of reasons. Here are a few complaint letter samples to help you grasp the complaint letter structure and draft your own complaint letter.
Sample 1 – Complaint Letter for Poor Service
Flat 24, Sunshine Apartments,
SVS Road,
Mumbai – 28
20th July 2022
Customer Service Manager,
XYZ Company,
Mumbai – 28
Subject: Complaint letter regarding poor service of broadband network
Dear Sir/Ma’am,
My name is Sachin Kadam, and I live at Sunshine Apartments. I’m writing to raise your attention to the bad service provided by your broadband network in our building. Your company’s network is inadequate, and it frequently produces fluctuations, resulting in network outages.
Many of our apartment occupants are currently working from home, and they rely greatly on internet connectivity and speed. I had previously filed a complaint about the same issue. However, no further progress has been achieved.
I hereby request that you remedy this issue as soon as possible, or we will be forced to discontinue utilizing your services on an unsatisfactory note.
Yours Faithfully,
Sachin Kadam
Signature
Explore More Sample Letters
- Leave Letter
- Letter to Uncle Thanking him for Birthday Gift
- Joining Letter After Leave
- Invitation Letter for Chief Guest
- Letter to Editor Format
- Consent Letter
- Authorization Letter
Sample 2 – Complaint Letter for Incorrect Delivery of Books
XYZ School,
Delhi
10th January 2022
Oxford Publication House
Consumer Complaint Division
Mumbai
Subject: Complaint regarding incorrect delivery of wrong set of books
Respected Sir/Madam,
I ordered a book set (Order No. 001458) to be supplied to XYZ School in Delhi on January 1, 2022. To my dismay, I did not receive the set I requested and instead received the incorrect book set. I am quite disappointed.
To fix the issue, I would appreciate it if you could please replace the incorrect book set with the one that was initially requested. Please notify me what action you intend to take as soon as feasible. I hope to hear from you within the next ten days.
Copies of the transaction paperwork and the receipt are enclosed. I eagerly await your response and a resolution to my situation.
Yours Sincerely,
Kapil Joshi
Librarian, XYZ School
Sample 3 – Complaint Letter for Delay of Salary
Employee Address
Date
HR Management Department
Employer Address
Subject: Complaint Letter for Delay of Salary
Dear Sir/Madam,
My name is ________. I am writing to express my dissatisfaction with not receiving my June salary.
I’ve been waiting for my salary for over ten days, but there has been no update on the amount credited to my account. It has been delayed by the accounts department, for which I have no explanation.
As my attendance on the portal is evident, I have taken no leaves in the past month. You may confirm this, and please look into it by cooperating with the accounts department.
Yours Faithfully,
Name
Signature
Frequently Asked Questions on Complaint Letter Format
Q1. What does a complaint letter serve?
Answer. A complaint letter is prepared with the intention and hope of finding a satisfactory solution to an unresolved problem. People experience a plethora of issues, and filing complaints to bring these issues to the attention of higher authorities is the only way to resolve them.
Q2. What attachments should be included with complaint letters?
Answer. Typically, complaint letters include a copy of the documents that substantiate the complainant’s allegations of misconduct.
Q3. Which act protects the rights of consumers in India?
Answer. In 2019, the Consumer Protection Act of India 2019 superseded the former Consumer Protection Act of India 1986.
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