Letters or Emails of Complaint

6. LETTERS OR EMAILS OF COMPLAINT

Letters or emails of complaint are written for the solution of grievances. They do not have any other motive. They express the inconvenience caused. They aim for immediate remedial measures. Though the tone of the letter is commanding, it expects solution to the problem.

How to Start a Complaint Letter

Making the purpose of your letter clear from the get-go is paramount to delivering an effective complaint letter. Consider introducing your letter of complaint with 'I would like to file a complaint', or something of that nature. This will ensure that the reader processes the rest of the letter in the way you intend them to. Also, don't forget to write your contact details on top.

Complaint Letter Format

A complaint letter format will typically begin with the sender's details, followed by stating who it's addressed to, the date, and then the letter itself. The opening paragraph should state your reason for writing, and the meat of the text will go into detail about the matter. At the end of the letter, make it clear what you hope to achieve, and politely sign off.

TIPS:

1. Focus on the most important facts. Don't give unnecessary background information.

2. Make sure you include:

✓ the reason for writing (e.g. I am writing to ...)

✓ what went wrong

✓ what you would like to happen now.

3. Complaint letters are usually written in a formal style.

4. Use passives to be less direct and more formal, e.g. I was served quickly.

5. Use Yours faithfully to sign off if you don't know the name of the person you're writing to.

How to write a Complaint Letter?

1. Write the letter in a polite manner. ...

2. Always introduce yourself first at the left of the letter.

3. Never forget to mention the date of writing the letter.

4. The letter of receiver or recipient should be properly mentioned along with Pincode.