Complaint Letters

Business and personal letters of complaint by example

How we can help you write an effective complaint letter

Accomplish what you want with a respectful, yet firm, complaint letter that gets 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 personal and business 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.

Tips for writing a successful complaint letter

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.

Be brief
Keep your complaint letter to one page, and write short paragraphs rather than long ones

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.

Maintain a firm but respectful tone, and avoid aggressive, accusing language
Keep your complaint letter concise and professional

Send only photocopies of receipts and other documents, and retain all originals
Keep a copy of the complaint letter for your records

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.

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.

Avoid making generalizations
about the company or organization if your complaint letter focuses on a single individual.

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.

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.

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.

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Complaint Letter Topics

See also response letters to respond to complaints.

Get a variety of complaint letters for each of these topics:

• Appeal to higher authorities when complaint letters don't work

• Complain about a faulty delivery or a shipping error

• Complain about receiving damaged goods

• Complain about poor facilities or equipment

• Complain about harassment

• Complain to a neighbor or a landlord

• Complain about an unfair insurance payment or settlement

• Complain about community problems

• Complain about a billing error

• Complain about overdue work or poor workmanship

• Complain about laws, policies, or inefficiencies

• Complain about poor service or a faulty product

• Complain about a delay in an order

• Complain about a radio or television broadcast

• Complain about an employee who has given poor or offensive service

• Complain to a club or organization

• Correct an official's mistake on your taxes

• Delegate follow-up on a complaint from a customer

• Demand satisfaction on a mail order transaction gone bad (suspected mail fraud)

• Disagree about benefits (social security, retirement, insurance, etc.)

• Disagree with a bill, rent payment, or other financial issue

• Disagree with a subordinate, a superior, or a person in authority

• Dismiss an employee for poor performance or unacceptable behavior

• Document employee reprimands

• File a warranty claim

• Make an insurance claim

• Reprimand an employee for poor attendance or tardiness

• Reprimand an employee for a breach of policy

• Reprimand an employee for poor performance

• Request correction of an error in a check

• Request a retraction or correction from the media

• Request correction of an error in a credit report

• Request correction of a billing error

• Request a refund or reimbursement

• Respond to a complaint and treat it as valuable feedback

• Respond to a complaint

• Respond to a complaint of discrimination or sexual harassment

• Respond to a complaint while admitting fault and making an adjustment

• Respond to a false accusation from a government agency

• Respond to a complaint while avoiding agreement or denying liability, and refusing to make an adjustment

• Respond to a complaint while avoiding or denying liability, but making an adjustment

• Respond to a complaint, but needing more information

• Warn a distributor under your supervision

• Write a disagreement letter

• Write a complaint letter to a superior

• Write a complaint letter to a subordinate

• Write a letter reprimanding tenants

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With a well-written complaint letter you can:

• Clearly make your complaint to the person(s) involved.

• State plainly and directly your reason(s) for making the complaint.

• Indicate what the reader can or should do to address your complaint, and specify how long you are willing to wait to have your complaint resolved. (Be reasonable.)

• Communicate clearly, but respectfully, that you are dissatisfied with the service you have received.

• Explain why your suggestion or request for retribution should be granted (if you made one).

• Make your concerns known to politicians and bureaucrats. (Note: Your letter is more likely to be answered if you discuss specific concerns rather than political issues.)

Article: Write Complaint Letters That Get Results

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