Complaint Format Letter

Complaint format letter is written, when a person is not satisfied by any of the services he/she is offered with, a product, or could be any reasonable issue; he/she can always write a complaint letter and report about it. There are different ways of writing complaint letters. The complaint letter should always be effectively written, if a good response is expected. Complaint letter should be kept short and precise. It is a formal letter, and it should be written in a professional language. Longer the letter gets, lesser will be the readers interest in the letter.

The different ways in which the letter can be written are:

• Authoritative: letters written in a professional way, with a little authoritative language is always taken more seriously
• Concise: These letters are simple, and can be easily understood
• Factual: These letters concentrate more on facts, and less on points; the reader gets to read the relevant information easily.
• Friendly: When the language in the letter is very cooperative, very polite, it is said to be a friendly letter, in this letter the complaint is mentioned in a very polite tone
• Constructive: These letters are full of suggestions on what can be done after the complaint. It reflects a very positive tone

Format of Complaint letter writing:

In the first paragraph write whatever the issue is about, and the problems related to it. Include information which is relevant to the complaint. Do not add anything emotional in the letter; make it professional and straight to the point.

In the second paragraph, you will mention that you want your problem to be solved as early as possible, and can also suggest some ways of resolving it, so that they are left with no excuses, and they don't delay working on the issue.

In the last paragraph, thank the concerned person for giving time to read the letter with all patience and time. Give some compliments about the services that you have ever liked of theirs.

Mention all your contact details in the letter, so that if they ever need to ask anything, they can contact you without any trouble.

An example of the complaint cover letter format is added, so that it gets easier to understand:

Your name:
Your streets name:
Your city name:
Zip code:

Dated on:

Help desk
Santiago sports co.
Street name:
City name:
Zip code:

Dear sir/ Madam This is to inform you about the sports jacket (Product code: jct0098), which I bought from your website last week, is torn on the left arm. It reached to my address this morning, and when I removed it from the packet; I could see a big hole on one of the sides. My order number for purchasing this jacket is 123456, and the voucher number which I got was abc001.

I would request you to refund the money I paid for the jacket into my account, as I have already got a new jacket for myself from a store close by, and a replacement for this jacket is not required. I have already resolved my problem, would just request you to see if the monetary transaction is taken care of.

I would like to thank you to manage all the time to read the letter. I have been a loyal customer of your company, this is the only problem which I have ever faced, and am hoping this wouldn't be repeated ever.

For contacting me, you can use the details mentioned below:
Telephone: 123-605-9988
Email: abcin@ abc.com

Thanking you.
Abcin Maria.

This is one of the examples of the complaint format letter, which can be used by anyone who needs to take help while writing a complaint letter. The format mentioned above can help in writing any kind of complaint letters. Also, you can refer to School Complaint Letter and Teacher To Parents Complaint Letter for more samples of cover letter.