How to Write a Formal Complaint Letter (Free Template Included)

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Have you had a poor customer experience, received a defective product, or received improper services from a business or service provider? Consider writing a formal complaint letter if you are trying to resolve an issue with an individual or business.

In the article below, we go over how to write a formal complaint letter, what to include in your complaint letter, and provide a formal complaint letter example.

Did you know we have a free tool powered by AI that helps you create a complaint letter? Check out our complaint letter tool.

Reasons to Write a Formal Complaint Letter

Why Sending a Formal Complaint Letter is Important

Sending a complaint letter is an important way to voice your concerns, get the required attention, and resolve your complaint.

Here are at least four other reasons to send a formal complaint letter:

  1. A formal complaint letter demonstrates your commitment to resolving the issue. It shows the recipient that you are willing to take action to address the problem.
  2. You are taken more seriously if you send a formal complaint letter.
  3. Sending a complaint letter provides a record of your complaint. This can be helpful if you need to pursue legal action in the future or if you want to file a complaint with a regulatory agency.
  4. The most important reason to send a complaint letter is that it may lead to a resolution of your complaint.

What to Include in Your Formal Complaint Letter

To write an effective professional complaint letter, consider including the essential elements below in your complaint letter.

What to Include at the Top of Your Letter

What to Include in the Body of Your Letter

What to Include at the End of Your Letter

Additional Tips

Formal Complaint Letter Template

Below is a sample complaint letter addressed to a business. You can use this same complaint letter format when sending your letter to a business or individual. Remember, when using this sample, insert the relevant information of your dispute:

[Your Address]

[Recipient’s Name]

[Recipient’s Address]

RE: [Subject of your complaint]

To whom it may concern:

I am writing to discuss a complaint I have with [the product/service] provided by your business. I have [describe the problem or issue you faced]. This has caused me significant inconvenience and has resulted in [explain the impact of the issue].

I have tried to resolve this issue through [explain the steps you have taken so far, if any]. However, I have yet to resolve the problem.

I am now requesting that you take immediate action to [explain what you want the recipient to do, e.g., provide a refund, replace the product, improve the service, etc.]. I would like to remind you that your policy states [include the relevant policies that support your complaint, if any].

I look forward to resolving this matter amicably. You may contact me at [your email] if you would like to discuss this matter further. If I do not hear from you by [14 days from now], I will take further action.

____________________________

[Your signature]

Did you know we have a free tool powered by AI that helps you create a complaint letter? Check out our complaint letter tool.

How to Send a Formal Complaint Letter

Most people choose to send their complaint letter by mail. However, you may also be able to email your letter. For letters that you mail, consider sending your letter with tracking information so that you know when it has been delivered.

Next Steps After Sending a Formal Complaint Letter

In addition to sending a formal complaint letter, consider taking the following steps to resolve your grievance:

  1. File a complaint with a government or nongovernmental organization.
  2. Sue in small claims court.

Filing a Complaint

There are some government and nongovernment organizations that allow you to file a complaint against businesses and individuals.

The main agencies we go over in this article are:

If you have a complaint against a business, you can file your complaint with the BBB:

Filing a complaint with your state’s Attorney General’s Office:

Sue in Small Claims Court

If you aren’t able to resolve your complaint by filing with the following agencies or you didn’t receive a response to your complaint letter, consider suing in small claims court. Small claims courts are more affordable, quicker, and more efficient than other types of courts. Before you decide to file a lawsuit, make sure the amount you intend to sue for is within the small claims limit.

Here are some common reasons people file small claims lawsuits:

Did you know we have a free tool powered by AI that helps you create a complaint letter? Check out our complaint letter tool.

Camila Lopez

Legal Educator at JusticeDirect. Camila holds a law degree and is a certified mediator. Her passion is breaking down complicated legal processes so that people without an attorney can get justice.

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