How to Write a Complaint Letter to a Company

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As the manager or owner of a business, you’re tasked with keeping peace among employees and making sure that concerns are immediately addressed. When receiving an employee complaint letter, you must take immediate action and gather all necessary information related to the complaint. This requires you to talk in length with the employee who submitted the letter. Working together with the employee to make sure his concern is addressed results in stronger employee relations.

Review the letter and determine the complaint. Read over the letter several times so that you have a full understanding of the employee’s concerns.

Call the employee into your office. If you do not have an office, meet with the employee in private. Explain that you received the letter and what you believe to be the employee’s complaint. Ask him if your interpretation of the letter is correct to avoid miscommunication.

Tell the employee to provide you with more information, if necessary. Often, complaint letters lack specifics. When the employee can provide you with detailed information, you can propose a more effective solution. For example, suppose the employee complained that a co-worker harasses him. Ask who the co-worker is, what the harassment consists of and how long it’s been going on.

Work together with the employee on a solution. Avoid proposing a solution yourself; always try to work on solving the problem with the employee. It’s fine to disagree with the employee’s solution, but try to find a common ground. Once both you and the employee agree on a solution, employ it.

Tell the employee to keep you informed about the problem. If it reoccurs, explain that you need to know about it immediately.

Always try to resolve a problem with a business before seeking help from a consumer protection agency. You can do this by speaking directly with the salesperson or manager or if this fails, by writing a complaint letter.

• What to include in a complaint letter
• Complaint letter tool
• Complaint letter example
• If it’s not right, use your rights
• More information

What to include in a complaint letter

When writing a complaint letter you should:

• describe your problem and the outcome you want
• include key dates, such as when you purchased the goods or services and when the problem occurred
• identify what action you’ve already taken to fix the problem and what you will do if you and the seller cannot resolve the problem
• ask for a response within a reasonable time
• attach a copy of any supporting relevant documentation such as a receipt or invoice.

Complaint letter tool

Use this tool to develop a complaint letter that you can print or email to the business. You can vary it to fit your particular problem.

Complaint letter example

Below is an example of a complaint letter:

RE: COMPLAINT ABOUT FAULTY TELEVISION CABINET PURCHASED AT CABINET WORLD ON 15 DECEMBER 2016

I am unhappy with the quality of a television cabinet I bought at 5 Street on 15 December and I am writing to seek a replacement.

The cabinet doors do not open and shut properly and the stain on the cabinet is uneven, with one half darker than the other. The cabinet was delivered on 30 December and I noticed this problem as soon as I unpacked it from the box.

The cabinet is not of acceptable quality and does not match the sample cabinet I was shown in store. I would like you to replace it with one of the same quality and finish as the sample and arrange for return of the faulty cabinet at no cost.

I have attached a photocopy of my receipt as proof of purchase.

I would like to have this problem fixed quickly please. If I do not hear from you within 10 days, I will lodge a formal complaint with Consumer Affairs in my state.

You can contact me on 1234 5678 during working hours or after hours on 123 456 789 to discuss this matter further.

Enclosed: Copy of the receipt for television cabinet

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If you’d like to a make a complaint to a company that you’ve dealt with, you can use a Complaint Letter to a Company to help provide the essential details, and get the results you want. There are two basic steps you’d make—first, you’d contact the person or business who’d provided the service or sold the good to you, and explain the problem and how’d you’d like the issue resolved (refund, exchange etc); and second, if this is unsuccessful, you would ask to speak with a supervisor or manager. If you have no luck with this person, you can then use a Complaint Letter to a Company, which should be addressed to the company’s president, or its consumer office (if it has one).

Use the Complaint Letter to a Company document if:

• You want to take a complaint about services or a product to a company’s headquarters.
• You want to resolve a problem regarding a product or service that has not been resolved at the local level.

Poor service, or products, can be disappointing, costly, or even dangerous. A Complaint Letter to a Company can be your formal way of getting the issue resolved. Although, hopefully, complaints may get addressed at the local level, this doesn’t always happen. You may need to take an issue to a company’s headquarters, and this is where a Complaint Letter to a Company can be very useful, as you can have the details documented. A Complaint Letter to a Company helps you keep things professional so you can become a satisfied customer.

Other names for this document: Complaint Letter to a Business, Letter of Complaint to a Company

Sample Complaint Letter to a Company

More than just a template, our step-by-step interview process makes it easy to create a Complaint Letter to a Company.

Save, sign, print, and download your document when you are done.

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Use this sample to draft a complaint about a product or service.

Want help resolving a consumer problem? Check out these tips and strategies.

[Your Address]
[Your City, State, Zip Code]

[Date]

[Name of Contact Person]
[Title]
[Company Name]
[Street Address]
[City, State, Zip Code]

Dear [Contact Person]:

On [date], I bought [or had repaired] a [name of the product with the serial or model number or service performed]. I made this purchase at [location, date, and other important details of the transaction].

Unfortunately, your product has not performed well [or the service was inadequate] because [state the problem].

To resolve the problem, I would appreciate your [state the specific action you want]. Enclosed are copies [copies, not originals] of my records [receipts, guarantees, warranties, cancelled checks, contracts, model and serial numbers, and any other documents] concerning this purchase/repair.

I look forward to your reply and a resolution to my problem. I will wait [set a time limit] before seeking third-party assistance. Please contact me at the above address or by phone [home or office numbers with area codes].

[Your Name]
[Account Number]

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Often, simply writing about an encounter can help you manage some of the most daunting challenges, especially when the challenges could potentially interfere with your livelihood. Employers have an obligation to provide a work environment that provides equal opportunity for all employees, regardless of factors not related to the job, such as age, color, national origin, race, religion or sex. If you believe that your employer is engaging in unfair employment practices, a written complaint may begin the resolution process.

Identify Your Rights

Research labor and employment laws that prohibit discrimination and workplace harassment. What you think is unfair may not necessarily be illegal or unlawful. Unfair treatment in the workplace might involve overlooking qualified employees for promotions based on gender, or it could mean repeatedly ignoring an employee who makes suggestions for improvement during staff meetings.

Example:

Federal and state labor and employment laws are freely accessible on government agency websites for the U.S. Equal Employment Opportunity Commission, the U.S. Department of Labor or the U.S. National Labor Relations Board. Investigate unfair employment practices under laws such as Title VII of the Civil Rights Act, the Americans with Disabilities Act or the Equal Pay Act.

Review Company Policies and Procedures

Readyour employee handbook and review the company’s policy on resolving matters related to unfair practices in the workplace. Many employers have a process employees must follow for filing complaints with their managers or with the human resources department. Even if your company’s policy doesn’t require a written statement, compose one to help you chronicle the incidents you believe are unfair. Ensure you have the correct names and titles of the people to whom you are addressing the letter, such as the company owner or the HR leader.

Example:

I am writing to submit a formal complaint of sexual harassment to the company. The incident occurred last weekend at the office party when my inebriated boss told me that he fantasizes about me. I was shocked and left immediately with my husband.

Write an Introductory Paragraph

The first paragraph of your letter should include your full name, position, department, your hire date and your supervisor’s name. If you’ve fretted over whether to even complain, you might mention that in your opening paragraph. Refrain from using threatening language in your written complaint. Never write anything that can be used against you or taken out of context. Stress your commitment to the company’s values and philosophy, if it’s genuine. Otherwise, omit that part.

Example:

In my five years working in the shipping department for Acme Corp., I have enjoyed most of my experiences and the chance to build productive relationships with my co-workers. However, in the past three months, I’ve been struggling with how to address discriminatory workplace issues that I find disturbing.

Outline a Chronology of Events

Write a chronology of events that you believe illustrate unfair employment practices. For each incident, list the date, time and place or department; people who were parties or witnesses to the incident; the employee who was the target of unfair treatment; and a brief summary of the occurrence. State only factual information; don’t add your personal opinion or perspective.

Example:

Two weeks ago Brian entered the breakroom and started telling lewd, dirty jokes . Lauren and I told him that his humor was offensive. He just laughed. Today the same thing happened.

Request Action

In the concluding paragraph, express your interest in reaching a resolution. The key is to inform the company of incidents it might not be aware of and to support the company’s investigation. Be direct in your request for a response or action to resolve unfair treatment.

Example:

I trust that the company will take my complaint seriously and look into this matter promptly. This situation is affecting my self-esteem and ability to concentrate at work.

Set aside your draft letter for at least a day. Reviewing the draft with fresh eyes and time to process disconcerting matters may give you a clearer perspective about your complaint. Don’t discuss your complaint letter with co-workers because that could interfere with an investigation by Human Resources.

Wait a day or two and then edit, print and send your complaint letter by postal mail so it stands out—Companies rarely receive written complaints.

Choose a topic to view complaint letter templates:

121 Popular Letters Related to Complaint Letters

1. Keep in mind that most errors are unintentional
   and realize that most businesses and organizations want to address and clear up complaints quickly in order to have satisfied customers or members.
2. Address your letter to a specific person
   Letters addressed to “Dear Sir” or “To Whom it May Concern” are not as effective and will likely not reach the right person. Call ahead and ask for the name of the manager and his or her administrative assistant. Writing to the assistant may ensure your letter reaches the manager.
3. Begin your letter on a positive tone
   Consider how you’d react if an angry customer approaches you and shouts obscenities versus someone who smiles who begins the conversion with compliments.
4. Be brief
   Keep your complaint letter to one page, and write short paragraphs rather than long ones.
5. Be honest and straightforward
   Include sufficient detail to back up your claim and to show that you have thoroughly researched the subject. However, omit irrelevant details.
6. Maintain a firm but respectful tone, and avoid aggressive, accusing language
   Keep your complaint letter concise and professional.
7. Send only photocopies of receipts and other documents, and retain all originals
   Keep a copy of the complaint letter for your records.

1. Get other signatures
   In many cases, you can increase the effectiveness of your letter by getting several others to sign it with you. This is particularly the case when trying to influence or change legislation, denouncing material from the media, and so forth.
2. Do not threaten!
   If a company has repeatedly given you bad service and refuses to correct the situation and you feel that your only recourse is to pursue legal action, voice your feelings in a tactful but firm way. However, don’t threaten legal action unless you are willing to follow through with it.
3. Avoid making generalizations
   about the company or organization if your complaint letter focuses on a single individual.
4. Use tact, and be direct, but respectful
   If you need to make a complaint to or about people that you will still have contact with on a regular basis, your complaint needs to accomplish its purpose without destroying the relationship.
5. Include your contact information
   Include your name, address, phone number, and e-mail address, if desired, so that the person(s) can reach you to discuss any questions or concerns.
6. If a first letter does not bring action, assume a stronger but still respectful tone in the next one.
   If two or three letters do not resolve the problem, send one to the president or CEO of the company or entity. In each case, be firm but polite.

How we can help you write an effective complaint letter

You want to accomplish what you want with a respectful, yet firm, complaint letter that demands attention. WriteExpress offers a variety of complaint letters so you can make your voice heard.

Our letters provide an answer to a problem that many writers, especially English-as-a-second-language writers have: how to write effective complaint letters. With 179 example business and personal complaint letters, each final edited and ready to submit, these letters will help you truly master the tips of complaint letter writing, and improve your English writing proficiency.

With edited letters and must-know tips and steps, you will learn strategies and principles of writing an appealing complaint in a number of different and interesting ways. Learn what are the most effective beginnings, how to improve your tone, clarity and style, and how to tailor your letters for different situations. By working actively with the examples and comments in our software, you are sure to write a successful complaint letter.

A response letter to the complaint is written to a dissatisfied customer to handle their grievances. So here are some templates provided for you in PDF format. A customer can express their dissatisfaction for any product or services of any organization by the way of a written or verbal letter. This written or verbal words can be considered as the complaint, and it is made with the hope of that the complaint in the particular product or in the services can be set aside or fixed.

It is the responsibility of the company against whom the complaint has been made to listen to the grievances of the customers, and then take the according to action. The company can use the complaint response letters to pass the response against the complaint of the person for a particular product or services.

Here in our site, we have provided templates which you might find useful and also help you by providing a step-by-step guide on writing such letters for any situations. There might be many situations which we might come across in life for which we need to write a complaint letter, such as to a company manager, for nuisance created by noise, etc. Hence it is important for you to know how to write a response to the complaint letter filed by your customers.

Sample Response To Customer Complain with Examples

In this letter, the organization lets the customer know about the action, which has been taken in the context of the complaint of the person. So a sample response letter to complaint can be used to take reference to the guidelines and the manner in which the company can respond to such complaint letters.

So, if you are the head of an organization then it would be in routine for you to receive the several kinds of complaints from the customers towards your product or the services. This is why you will be needing the templates for the response of the complaint letters, and in this article, we are going to provide you with them.

Sample Response Letter to Complaint on Employees

In any large scale organization, it is very normal to receive the complaints against any employee of the organization, who might not be performing his/her duties in the right manner. This is when the heads of the organizations have to look into the matter to probe the root of the complaints against the employees and then sort out the complaints as soon as possible.

Once the complaint is resolved then the organization addresses the complaint response letter to the person who lodged the complaint. In this, the person is informed that the complaint which has been lodged against the employee has been taken care of and has been sorted out accordingly. You can learn how to write response letter to complaint from the letter we have provided and it will help you in designing your own letter.

Response Letter to Complaint Sample

Well, it is the professional practice of any business organization to listen to the complaints of the customers and then take the required actions to sort them out. In the course of resolving the complaints, the organization needs the template of the letter of complaint response by which they can write and address their response to the customers.

Keeping it in our consideration here we are providing you with the template of this letter, which you can use as the complaint response letter of the complaint in a formal way. This template can be used across various domains, such as writing a response to parent complaint letter.

Sample Response Letter To Harassment Complaint

Complaint response letters are written to provide a solution to the query or issues faced by a consumer. A harassment complaint can be considered as a serious allegation against a company, so it must formulate a response for it carefully in consideration of business ethics and also retain the loyalty of the customer.

Writing such letters make the customer feel valued and gives them an assurance that their problems have been heard by the management of the company. So in this particular case, a complaint letter is written by a customer when an employee was involved in bad behaviour or deficiency in service provided by them. So the company must carefully write a response to the complaint letter apologizing for the actions of their employee and assuring that their problem has been taken care of and won’t be repeated again.

Some tips must be kept in mind while writing a complaint letter. The message must be short and to the point, straight addressing the issue and briefing about what action have you taken or plan to take.

Here we have provided you with a few samples of such letters written in a professional format. Please feel free to use them as a guide and understand how to write them.

How To Respond To Complaint Letter

No business wants dissatisfied consumers, and more importantly, consumers whose issues goes unaddressed. Hence replying to the complaints of the customers is necessary to maintain a long-term relationship with them and most importantly restore the customer’s faith in your goods or services. After all, who would want to lose valuable customers, right?

Now here are some useful tips and tricks which are essential to follow while writing a response letter to the complaint:

• Start by acknowledging the mistake committed by your employee/business.
• However small the mistake might be, always remember to give priority to the customer and apologize for the issues in a polite and humble manner.
• Also, assure that the same mistake won’t be committed again.
• Check for any spelling or grammatical errors.
• Always keep the tone of the letter formal, while keeping it polite at the same time.

The sample template letter which we have provided here will help you more to understand the concept and imply them in writing your own letter:

When you watch unboxing videos on YouTube, the most horrible products are often the most amusing. However, it’s not always fun when you are on the receiving end of a disappointing product or service. Let’s talk about when and how you should write complaint letters.

For most people, it’s rather rare to write any type of letter. Instead, they may contact the company by phone, online chat, or even social media. But the Federal Trade Commission gives three important reasons to mail complaint letters. They “[put] your complaint on record with the company, [help] preserve any legal rights you may have in the situation, and [let] the company know you’re serious about pursuing the complaint.” You can ask for proof of delivery at the post office so you will have a digital record of your letter arriving at its destination.

Now, let’s break down the components of an effective complaint letter. In essence, they are business letters so you should begin with your address and the date. The name and title of the contact person should come next if you can locate them, otherwise begin with the name of the company and its street address. Finally, after your salutation, you can begin the body of your letter.

Even though you may be angry, the tone of your letter should be respectful and constructive. After all, the person reading the letter may not be directly responsible for the problems you are having. He or she will be more likely to want to help you resolve your issues if you are courteous. Include all relevant details, but be concise.

Information You May Want to Include:

• Store name and location
• Your account number
• Relevant dates, such as when you bought goods or services and when the problem began
• Names of sellers, customer service representatives, or managers with whom you’ve addressed the issue previously
• Serial and model numbers
• Copies of receipts, invoices, and warranties
• Copies of previous correspondence, such as emails, chat logs, or letters
• Your contact information

In the body of the letter, the opening sentence should identify your specific complaint. Next, outline what actions you have already taken to resolve it and how you expect the company to address the issue. Use a simple, professional, complimentary close, such as Sincerely or Regards.

Here’s a sample letter:

555 Five Boulevard Austin, TX 73301

Mr. Bob Howard General Manager Products and More 717 Seven Street New York, NY 10012

Re: Account Number 1884434

I am writing to express my dissatisfaction with the Model X tea kettle that I bought on February 28, 2019, at your store located at 1616 Sixteen Avenue. Though the kettle looks fine, it leaks when filled with water. When I attempted to return it to the store on March 2, 2019, the employee on duty, George Burns, told me that he would not accept the item because he didn’t see any damage.

To resolve the issue, I would like you to refund the full amount that I paid ($29.86, including tax) to my Frequent Customer account. I am enclosing a copy of the original receipt.

I look forward to your reply. Please contact me at the address above or by telephone at (555) 555-5555 within the next two weeks.

The best outcome of a complaint letter is a successful resolution. In fact, once companies are aware of problems, they may improve their goods, services, or policies for other consumers too. You are most likely to achieve a positive result if you are courteous and include all the relevant details!

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Sometimes the squeaky wheel does get the grease! Use our free letter of complaint template to help you write retail stores or service providers concerning issues you are having with their products or services. This template will help when writing complaint letters to companies to let them know of the issues you are having and to seek their help in resolving the issue. Continue reading below for a free sample complaint letter, tips and links to other resources.

Complaint Letter Template

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Author: Brent Weight and Jon Wittwer

Description

Use our free Complaint Letter Template to help voice your frustrations. Just remember to keep it professional and leave the name calling to 5-year-olds. Use the sample letter below or the other referenced sample complaint letters to help you with ideas for wording for specific situations.

Tips: How to Write a Letter of Complaint

• Keep it factual and neutral – avoid making negative or threatening comments
• Make sure your facts are accurate and detailed
• Be concise and stay on topic
• Use a proper business letter format – See our free Business Letter Template
• Provide as much detail as possible including account numbers, serial numbers and model numbers and the date and location where the item was purchased
• Be careful with providing information about credit card numbers or any other personal information that is not required
• Send copies of any documents you have, do not send the originals

Sample Letter of Complaint

Complaint Letter

David Jones
123 Anywhere Street
Best Town, Best State 88888

Mr. Bill Stevenson
President
Rain Gutters R Us
456 Somewhere Road
Best Town, Best State 88888

Dear Mr. Stevenson:

Your company recently installed rain gutters on my house in Country Meadows. We paid $4545 for new gutters on every face of our two-story home. The work took place on 10/2/2009. Attached is a copy of the invoice showing the work was completed and paid in full.

We were very happy with the service we received and your crew was very kind and professional. Unfortunately, during the heavy snow storm we had last week, our new rain gutters on the north side of our house fell off. While I am not an expert, it appears that several of the fasteners where inadvertently left out during installation.

We ask that you send your crews back out to complete the job that was paid for, replacing the gutters that have detached and inspecting the remainder of the gutters for similar issues.

We look forward to hearing back from you in the next several days to confirm when you will be returning. We expect to see your crew within the next three weeks and will wait until then before contacting the state contractor’s license board.

Feel free to contact me at (123) 456-7890 to schedule or visit or with any questions or concerns.

More Sample Complaint Letters

• Sample Complaint Letter & Email – consumeraction.gov

More Complaint Letter Templates

There are many sample complaint letters that you can get to by opening Microsoft Word then going to File > New and searching for “complaint letter.” Below are the titles of some of the letters we found via Word 2016:

• Letter of Complaint About Service
• Letter of Complaint About Insurance Premium Increase
• Apology Letter for Poor Service
• Letter Complaining About Customer Service
• Complaint Letter Requesting Reimbursement for Travel Booking Error
• Letter of Complaint About Misrepresented Vehicle Warranty
• Letter of Complaint Regarding Incomplete Vehicle Repair

How to Write a Letter to an Unhappy Customer

A written letter addressing a customer complaint will be viewed as a direct reflection of your company or product. A careful, professional communication can prevent losing a customer, prevent bad future publicity for your company or even generate goodwill with a future customer. Since the written letter is also a “paper trail” that cannot be retrieved once it is sent, it is important that none of the information given creates future or additional liability for the company. The best professional responses are polite, concise and direct.

Use the date you’ll be sending the letter, and the complete name and address of the complainant at the top of the letter. If you aren’t using a company logo on the email letter or on the letter paper, be sure to add your company information after the signature line of the letter. Compose the letter on a computer — handwritten letters are personal and not professional in nature.

Thank the complainant for taking the time to contact you with the reason for his dissatisfaction with your product or service. Be specific about restating what his dissatisfaction was so he is clear that you understand his complaint.

State your intention to work with the complainant in every way possible to resolve the issue to her and your mutual satisfaction.

Indicate that you will be contacting the complainant directly to work on a solution and that you will also be evaluating how you and your company can prevent a recurrence of the dissatisfaction.

Apologize for the inconvenience and restate your appreciation for the customer’s willingness to contact you for a possible solution.

Express your intention to work to retain the customer’s business and indicate how important his satisfaction is to your company.

Leave a few lines for your personal signature (if this is a written letter) and finish with your full name, professional title and your full company information. If you’re sending an email, be sure to add a “thank you for contacting us” line in the subject of the email.

Use traditional block style letter format that features the date, customer’s full name and address, your full name and contact information and a personal signature. Always run a spelling and grammar check on the final product, and get a quick proofread from an independent source if possible. Nothing reflects worse on your professional image than a letter that’s sloppily formatted and riddled with misspellings or bad grammar.

Warnings

Regardless of how severe or unprofessional the complaint you received, refrain from any questionable or accusatory language in your response. Your written response could ultimately fall into the hands of many people and even potential customers. Even if you are unable to completely satisfy the complaint you receive, a professional and amicable response letter targets building common ground and goodwill. It also reflects positively on you or your company with anyone else who may see the letter.

Copy and use our free sample complaint letter and email

Wednesday, August 28, 2019

Sometimes the difference between resolving a consumer complaint and not rests heavily on how you complain.

Consumer Action offers a sample complaint letter and an email complaint template. You can cut and paste these documents below. (Hint: If you are pasting into a Word document, choose “Paste as Plain Text” to paste text into your document.)

You can download the letter and email in plain text format by clicking on these links:

Sample complaint letter

Your name
Address
Phone number

Company official
Company name
Company address

Dear (title) ____:

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).

When I first learned of this problem, I contacted ____ (name of the person, date of the call) at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because ____ (the reason you feel the company has an obligation to you). I would like a written statement explaining your company’s position and what you will do about my complaint.

I look forward to hearing from you as soon as possible to resolve this problem. If I do not hear from you within ____ days I will file complaints with the appropriate consumer agencies and consider my legal alternatives. I am enclosing copies of my receipt. I may be contacted at the above address and phone number.

(Type or print your name)

CC: (local consumer group) (appropriate government agencies)

ATT: (attach and list documentation of your complaint, if any)

Sample complaint email

From: My Name and email ([email protected]
Subject: (short description of your complaint
Date: Most email programs enter this field automatically
To: (enter the email address of the person you are contacting)
CC: (local consumer group) (appropriate government agencies)

Dear (title) ____:

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).

When I first learned of this problem, I contacted ____ (name of the person, date of the call) at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because ____ (the reason you feel the company has an obligation to you). I would like a written statement explaining your company’s position and what you will do about my complaint.

I look forward to hearing from you as soon as possible to resolve this problem. If I do not hear from you within ____ days I will file complaints with the appropriate consumer agencies and consider my legal alternatives.

I am attaching copies of my receipt or ___________ (other proof of payment or documentation of complaint).

You may reply to me at this email or call me at (phone number).