Complaint letter is a formal notification letter written to inform the concerned department, organization or the individual responsible for your inconvenience. It could be written to register your complaint against an airline or your grocery story. Letter of grievance not only informs that you are disappointed but also communicate what exactly you are expecting in settlement of your problem.
It may seem a daunting task to you and you are still looking for some examples on how to write such letters. Format of such letters usually remains same with a required change in content. It covers all your points of objection in formal manner without any disturbance. We have presented some effective writing tips to make your complaint letter successful.
- Make a precise note of objection covering all the required details. Do not stuff it with irrelevant facts. A long letter full of unnecessary information usually harms the real essence of the letter. Make it straightforward along with all pertinent facts such as dates, product/service codes and so on concerned with the complaint issue.
- Keep the tone of the letter positive, friendly and sincere. Do not include any menacing or informal phrases in it as it also serves as a legal document.
- Write it in simple and easily understandable language. Try to imply some diplomatic manner of writing.
- Though you are writing this to file a complaint, never lose your temper. Do not write anything out of frustration. Try to make it with a tactful approach. Write some lines to put a warning in a mask of politeness.
- Write your name, address and contact detail followed by the name, designation, organization, address and contact details of recipient.
- Enter the current date in it full form. Abbreviated version of date usually creates confusion.
- Start it with a formal salutation such as “Dear Mr. / Mrs. / Ms. / Dr……” and if you are not sure about the concerned person you may write “To whomsoever it may concern”.
- Spell out the matter of your disappointment in simple language. State your complaint or the objectionable points clearly in the opening paragraph.
- If you want to settle your problem within a certain period of time, mention that time frame clearly in the last paragraph.
- If you have attached any documents related with the subject of letter, for instance, bill invoice, purchase letter or anything, mention it in under the enclosure notation. Request the recipient to study the enclosed document in the last paragraph.
- Provide your contact number and ask the recipient to contact you in case of further discussion.
- Close it with a positive note. Express that you completely trust the recipient and you are sure that you problem will be resolved promptly.
- Do not forget to thank the recipient in the end of the letter. Gesture of gratitude gives a friendly and polite touch to the letter.
- Write a formal valediction and end the writing.
- Proofreading is very important for such letters. Always send a flawless letter to demonstrate your professionalism and credibility. Correct all the grammatical, spelling or punctuation errors.
- Put your signature on the final draft and send it to the concerned person.
- Make two copies of this document. Send on e to the actual recipient and keep one in your records to use it for further reference.
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