Complain to a Club or Organization • Letter Templates and Guides

How to write this letter:

1Explain your grievance using specific details. State what your expectations were and how those expectations have not been met.
2Offer specific suggestions about how the individual or organization in question could change.
3End the letter on a positive note. Offer to help rectify the situation whenever possible.


You may write this letter when you disagree with established procedures, the general direction or aim of the club or organization, or if you have complaints about the performance or actions of a specific officer or member. Remember that you may be criticizing a person directly, or criticizing the way somebody does something; therefore, keep the tone of your letter calm. It is best not to write the final version while you are angry. Have another person read the letter and react to the tone; then revise it. Don't insult the person or persons, but let them know that their behavior or methods cause you distress.

Example Letter #1


I am concerned about the way some of our book club members use the club as a forum for their political views. Our initial purpose in organizing the club was to meet monthly to encourage the reading and discussing of good literature. We have followed that philosophy for many years, but it seems the newer members want to spend most of the time on political issues.

As you know, I have nothing against political activity. I have championed as many causes as anyone in the community, but I don't want to see our book club become a political action group. I hope you will bring up this issue at our next meeting and see if others feel as I do. I sincerely hope we don't lose the friendship and intellectual stimulation that has characterized our club for so long.

Example Letter #2


When I enrolled my son in your Future Leaders of Springfield organization, I expected him to receive the kind of support from the leaders that would build his self-confidence. However, it seems that the organization's counselors demand immediate perfection rather than building young men through growth experiences. I now wonder whether this organization has done more to destroy his self-confidence than to build it.

I would like to meet with you and the other children's parents to discuss your organization's philosophy and curriculum. I would appreciate a call to arrange a meeting at your convenience. My number is 555-5555.

Example Letter #3


When I signed up as a distributor for Doe Multilevel, I expected more emphasis on the products. At the meetings I have attended lately, John Doe focuses only on money, with almost no discussion of products. If products are not emphasized more, I will stop doing the business. Worse, the State Attorney General will probably close Doe down as an illegal pyramid scheme. We have a great product, and this can be a great business. Let's rectify the situation before we have problems.

Write Your Letter Step-by-Step


Explain your grievance using specific details. State what your expectations were and how those expectations have not been met.

Example Sentences for Step 1

I expected your volleyball club to teach my daughter how to improve her skills as a player and how to work with a team; however, after listening to Coach Doe after the tournament last week, I wonder whether he is more concerned about his own image and win-loss record than he is about his players' development. The brochures on your organization led me to believe that by joining I would have many opportunities to work with the underprivileged. In the three months since I joined, I have spent more time dealing with the committee's concern with benefit qualification than I have in serving the persons who need help. I feel the organization needs to reexamine its priorities. Unless there is a change, I am considering submitting my resignation. Ever since Jane Doe took over my daughter's Girl Scout troop last October, it seems that there has been less emphasis on character development and more on awards. Last week Ms. Doe publicly ridiculed my daughter for not completing the requirements for a badge at the same time as the rest of the troop. I am concerned about the way John Doe is handling his Sunday School class. I thought the purpose of the class was to teach our youth how to lead more spiritual lives, but John seems more interested in discussing his political views. When Mr. Doe was elected president of the Wilson Neighborhood Organization, he promised that he would do all in his power to clean up the graffiti on the Second Street Apartments. In the six months since his election, nothing has been done about the situation. We wonder when he will devote some time to addressing the problems his constituents consider important. When I joined the parish, I expected that we would try to figure out how we could help our children deal with the problems they encounter every day at school and in the community. It seems to me, however, that we spend more time worrying about fund raising.

Example Phrases for Step 1


Offer specific suggestions about how the individual or organization in question could change.

Example Sentences for Step 2

Example Phrases for Step 2