how to write application letter for complaint

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

Ready to write a complaint letter? Use our free complaint letter creator.

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 

There are several reasons why people send complaint letters:

Your landlord refuses to return your security deposit . 

A business sent you the wrong or defective product . For example, you purchase a new stove from a store online, and when your package arrives, you notice it’s not the one you ordered. You now want to request a refund. 

You hired a mechanic to repair your car, but they perform improper repairs . 

You hired a contractor , and they won’t perform as stated under the contract . Complaint letters may be used to address disagreements related to contracts, such as service agreements.

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: 

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.

You are taken more seriously if you send a formal complaint letter. 

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. 

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 

Include your contact information . 

Include the recipient’s contact information . Make sure you know where to send your letter and who to address the letter to. 

What to Include in the Body of Your Letter 

Tell your story . Here is where you want to explain the facts surrounding your complaint.  For example, you are writing a letter to a mechanic for improperly completing repairs to your car. You will likely want to include what repairs you paid for, what repairs the mechanic actually performed, why you think the repairs were improperly completed, etc. 

Tell the recipient how you want the problem resolved . Are you looking for a refund, store credit, repairs, an exchange, etc.? Alternatively, you can ask the recipient if they have any suggestions for resolution.

What to Include at the End of Your Letter 

Include other forms of communication you are open to . Indicate if you are open to mediation or some other type of discussion before going to court. Mediation is a good choice for people who have a relationship with each other and want to keep the relationship going after a disagreement.

Include a deadline . You may want to consider giving the recipient 14days to respond to you and state that if they do not respond within that time, you will take further action. 

Add your signature . End your letter with a signature. 

Additional Tips  

Attach any documents or relevant evidence . For example, if invoices you paid, a contract or written agreement, photos, etc. 

Keep a professional tone throughout your letter . Remember you are sending this letter in the hopes that the recipient will take action to resolve your complaint. Refrain from using antagonistic language in your complaint letter. 

Make sure your requests are reasonable . The recipient of the letter is not likely to take your complaint letter seriously if you ask for some type of unreasonable resolution.

Once you have sent your complaint letter, keep it in your records. In the event you do end up filing a small claims lawsuit, you can bring it to the hearing and show it to the judge. This is especially handy if the other person or business claims they didn’t receive the complaint letter or if the judge asks questions about the complaint letter at the hearing.

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 Name]

[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]

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: 

File a complaint with a government or nongovernmental organization. 

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: 

The Better Business Bureau (“BBB”) .  

The Attorney General’s Office . 

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

The BBB is a nonprofit organization that serves as an intermediary between consumers and businesses. 

The BBB allows consumers to file complaints against businesses for a variety of reasons ranging from poor customer service to misleading or fraudulent business practices. 

The BBB will review consumer complaints, and forward these complaints to the appropriate business. 

Please note, the BBB is not a government agency, so it can’t force a business to take a specific course of action to resolve a consumer complaint . However, businesses tend to respond to complaints filed against them with the BBB because these complaints can become part of a business’s public BBB profile for other consumers to see. Bad reviews and complaints can affect how a business does, so even though the BBB can’t force businesses to respond or take action to resolve complaints, there are incentives for businesses to resolve consumer complaints. 

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

A state attorney general's office is a government agency responsible for representing the legal interests of the state and its citizens. 

The attorney general's office is responsible for a wide range of legal matters, including enforcing consumer protection laws . 

Filing a complaint with your state’s attorney general’s office is generally quick and easy . Most Attorney General's Offices have an online form you can fill out or a hotline you can call to submit your complaint. Check out our Attorney General 50-state guide, where we go over how to file an Attorney General complaint .  

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: 

A company won't give you a refund.

Your landlord did not return your security deposit .

You hired a mechanic to repair your car, and they did a terrible job.

You contracted with a painter to come paint your home, but they never show up. 

You paid a contractor to fix your roof, but they never showed up.

An airline lost or damaged your bags. 

Claudia Diaz

Legal Educator @ People Clerk. Claudia holds a J.D. degree and is a certified mediator in New York and Florida. She has participated in dozens of small claims mediations in New York City courts.

Subscribe for Small Claims Tips

Related articles, complaint email example (template included).

Learn how to write an effective complaint email, review a sample email template, and what to do after sending a complaint email.

Complaint Letter Example (Free Template Included)

Review our complaint letter template and how to write an effective complaint letter.

How to Write a Complaint Letter: With Comprehensive Examples

This article covers the following areas

Purpose of a complaint letter, what to do before you write, introductory part of a complaint letter, main body of a complaint letter, concluding parts of a complain letter, what to do after sending the letter, tips to make your letter effective, final words.

Composing a complaint letter is essential for addressing dissatisfaction with a product or service professionally. This guide is designed to simplify the process, enabling you to articulate your concerns formally and effectively, even if you aim for a level of simplicity accessible to a younger audience.

To write a complaint letter, start with your personal details, then the date and recipient info. Politely state the issue, provide evidence, and specify a resolution. End with a willingness to engage, appreciation, and your signature.

For an in-depth guide on crafting an effective complaint letter, including examples and tips on follow-up, continue reading below.

A complaint letter is like sending a formal message when something you bought or a service you used didn’t make you happy. It’s a way to tell the company about your problem and ask them to fix it. This letter helps you explain what went wrong and what you want them to do, like giving your money back, replacing the item, or just apologizing.

The main goal of writing this letter is to get the company to pay attention to your issue and do something about it. It’s like raising your hand in class to let the teacher know you need help. By putting your complaint in writing, you make sure the company knows exactly what the problem is and how serious you are about wanting it solved.

When you write a complaint letter, you’re also keeping a record of your problem. This is important because it means you have proof of your complaint if you need to take more steps to resolve it. It’s like saving a receipt to show you bought the item or service if something goes wrong.

This kind of letter is powerful because it shows the company you’re serious and you understand your rights as a customer. It’s a respectful way to demand action and ensure companies listen to what you say. It’s all about standing up for yourself smartly and formally.

By sending a complaint letter, you’re also helping the company improve. Your feedback can show them where they need to improve so the same problem doesn’t happen to someone else. It’s a way to make things better for everyone, not just get your issue fixed.

Before writing your complaint letter, take a deep breath and calm down. Writing with a clear head is important so your letter sounds logical, not just full of angry words. This way, you can make your point without letting emotions take over.

Next, make sure you have all your facts straight. Collect receipts, photos, emails, or anything else proving your point. It’s like gathering clues for a detective case; the more evidence you have, the stronger your case will be.

Then, consider what you want to happen after the company reads your letter. Do you want your money back, a new product, or an apology? Be clear about your goal, and ensure it’s something fair and makes sense. This helps the company understand exactly what you need to fix the problem.

When writing a complaint letter, the introduction sets the tone for the rest of your message. It’s like starting a conversation where you first introduce yourself, then explain whom you’re talking to, and finally, get into the main discussion politely. Let’s break down how to do this step by step.

Personal Information

When writing a complaint letter, starting with your personal information is like laying down your ID card on the table. It’s your way of introducing yourself to the company. When you meet someone new, you start with your name; in a letter, you do the same but add more details. Write your full name, home address, phone number, and email in the top left corner.

For example, if Ananya Singh is writing, she’ll put this right at the start.

Ananya Singh 101 Rose Avenue, Kolkata, West Bengal, 700084 Phone: 9123456780 Email: [email protected]

This doesn’t just tell the company who Ananya is; it also shows them how to talk back to her. Ananya says, “Here’s how you can reach me if you want to fix this.”

By putting this information right at the start, Ananya ensures the company has everything they need to get back to her without looking elsewhere. It’s a smart move because it makes replying easier for them. Think of it as giving someone your address and phone number so they know where you live and how to call you.

This step is super important because it sets the stage for everything that follows in the letter. Without it, the company might not know who’s writing to them or how to respond. It’s the first step in ensuring your voice is heard, and your problem is taken seriously.

So, remember, whenever you’re writing a complaint letter, start by clearly stating who you are and how the company can contact you. It’s a simple but powerful way to open your letter, ensuring the company notices your words.

Date and Recipient’s Details

Just after you tell them who you are, the next step in your letter is like marking a spot on a timeline. By writing the date, you let the company know exactly when you contacted them. It’s like saying, “This is the day I decided to let you know something’s up.”

Placing the date at the top, right after your personal information, makes it easy to see and helps keep a record of your communication.

March 10, 2024

Following the date, it’s time to make sure your letter gets to the right eyes and hands. Writing down the name and address of the company, or even better, a specific person if you know who to contact, is crucial. It’s similar to using GPS to navigate straight to where you need to go, avoiding detours.

For example, if you’re writing to TechGadgets Ltd., you’d specify the following right under the date –

Attn: Customer Service TechGadgets Ltd. 234 Electronic City, Bengaluru, Karnataka, 560100

This part of your letter acts like a homing signal. It ensures that your message doesn’t just land anywhere but goes directly to the people who can help solve your problem.

Think of it as addressing a package; you want to ensure it arrives at the right doorstep, not just any doorstep in the neighborhood.

By carefully including the date and recipient’s details, you’re setting up your letter for a smooth journey from your hands to the right person’s desk. It’s all about making your message clear and getting it where changes can happen.

This step is like laying down a clear path for your words, ensuring they lead to action and, hopefully, a resolution to your issue.

Greeting or saying hello in your complaint letter is more important than you might think. It’s like the first impression you make when you meet someone. Knowing the name of the person you’re writing to, starting with “Dear Ms. Iyer,” shows you’ve taken the time to personalize your message. It tells the reader, “I see you as someone who can help me.”

If you’re unsure who will read your letter, “Dear Customer Service” is a respectful and safe way to start. This greeting is like knocking on a door politely before entering. It shows you’re respectful and ready to engage in a constructive conversation, no matter who is on the other side.

Dear Customer Service,

Choosing the right way to say hello sets a positive tone for the rest of your letter. It’s like starting a conversation on the right foot, making the reader more open to hearing what you say. A respectful greeting clarifies that you’re looking for a solution, not just a chance to complain.

So, the introductory part is crucial because it shows you’re approaching the issue with professionalism and respect. By clearly stating who you are, marking the date, addressing the recipient properly, and choosing the right salutation, you’re setting the stage for a constructive dialogue. It’s about making a good first impression and opening the door to a positive resolution.

In the body of your complaint letter, you really get down to business. This is where you explain what went wrong and what you want to be done about it. Let’s walk through how to lay out your concerns clearly and respectfully, following the format you provided.

Opening Statement

Start with why you’re writing. It’s like telling the company, “Here’s what’s up.” Briefly mention what you bought or the service you used, and pinpoint the problem. Keep it simple and to the point. For example, Ananya might write:

I am writing to express my dissatisfaction with the smartphone model X500 I purchased from your store in Electronic City, Bengaluru, on March 1, 2024. Unfortunately, the device has not been functioning properly since the day I bought it.

This opening is Ananya’s way of saying, “This is the issue I’m facing.”

Detailed Account

Next, it’s time to share the story of what happened. Think of this as giving directions; you want to be clear. Mention when and where you bought the product or service and what went wrong. If you’ve tried to fix the problem, mention that too. Remember, stick to the facts. Ananya could elaborate like this:

Despite following all setup instructions, the smartphone’s screen freezes repeatedly, and the battery drains within hours. I visited your service center on March 5, 2024, but the issue persists after the attempted repair.

This part is Ananya clearly mapping her experience without letting emotions steer the narrative.

Resolution Request

Now, what do you want the company to do? This is like telling them, “Here’s how you can make things right.” Be clear about whether you want a refund, a replacement, a repair, or just an apology. Ananya’s request might look like this:

Given the ongoing issues and the inconvenience caused, I kindly request a full refund or an exchange for a model that does not have these problems. I believe this is a fair request under the circumstances.

This is Ananya setting her destination, saying, “This is where I hope we can end up.”

So, once I put these three parts together, you will find something like,

I’m writing to let you know I’m not happy with the portable speaker (Model X123) I bought from your store on February 20, 2024. It hasn’t worked right since I got it, which is really disappointing.

Right from the start, the sound was bad, and it kept losing its Bluetooth connection. I tried fixing it with your manual and even emailed your support team on February 25, 2024, but nothing worked. By March 5, 2024, it wouldn’t even turn on.

I’m asking for a full refund of ₹5,000 or a new speaker that works as it should. I think that’s fair, given all the trouble I’ve had.

By structuring the body of your complaint letter this way, you’re guiding the company through your experience and toward a resolution. It’s about being clear, factual, and fair, laying out a path to a satisfactory outcome for both parties. This approach effectively communicates your concerns and shows you’re seeking a reasonable solution.

Concluding a complaint letter on the right note is as crucial as the complaint itself. It’s your final chance to leave a lasting impression and nudge the recipient towards a favorable outcome. Let’s break down how to craft a compelling conclusion.

Willingness to Engage

Start by showing you’re open to working together to solve the problem. This doesn’t just show you’re reasonable; it also suggests you’re looking for a win-win solution, not just airing grievances.

For example, you could write,

I am eager to discuss this further and find a solution that suits us both.

This line signals your readiness to engage in a dialogue, making it clear you’re not just complaining but are also part of the solution.

Appreciation

Next, a thank you goes a long way. Ending your letter by thanking the recipient for their time and attention reinforces the professional and respectful tone you’ve maintained throughout.

You might say –

Thank you for considering my concerns.

This simple gesture of appreciation acknowledges the effort it takes to address your complaint and helps maintain a positive relationship with the recipient.

Finally, sign off your letter formally to match the tone of your opening. A simple “Sincerely” followed by your name does the job. It’s like the closing handshake after a meeting—polite and expected.

For instance,

Sincerely, Ananya Singh.

This formal closure marks the end of your letter and wraps up your communication on a respectful note.

Now, Let’s see how it looks like once I put all the parts together –

I am eager to work together to find a satisfactory solution to this issue and am open to any suggestions you might have. Your prompt attention to this matter would be greatly appreciated, and I am willing to provide any further information needed.

Thank you very much for considering my request and for your time in addressing my concerns. I look forward to your response and am hopeful for a positive resolution.

Ananya Singh

By incorporating these elements into the conclusion of your complaint letter, you effectively communicate your willingness to find a resolution, show gratitude for the recipient’s time, and maintain a professional demeanor. This approach leaves a good impression and increases the likelihood of a positive response.

After you send off your complaint letter, giving the company time to get back to you is important. Think of it like planting a seed; you must wait before seeing it sprout. Usually, waiting a couple of weeks is a good rule of thumb. This shows you’re patient and understand that solving problems can take a little time.

While you’re waiting, keep a copy of the letter you sent and any replies you get. It’s like keeping a diary of your conversation with the company. This way, if you need to refer back to what was said or if you need to take further steps, you have all the information handy.

If those few weeks pass and you haven’t heard back, it’s time to follow up . This doesn’t mean bombarding them with messages every day. Instead, send a polite email or phone call asking if they received your letter and how the issue is being addressed. Letting them know you’re still waiting and expect a resolution is a gentle nudge.

Remember, staying calm and collected throughout the process is the key here. Getting angry or impatient won’t help solve the problem any faster. By following these steps, you’re doing everything right on your end to get the issue resolved.

Crafting an effective complaint letter is an art that requires balance, clarity, and a touch of diplomacy. Whether you’re disappointed with a service, product, or experience, expressing your concerns formally is a vital step toward resolution. To help you navigate this process, here are some essential tips to consider:

1. Start With Clarity

Starting with clarity is crucial. Your letter should begin with a concise statement of its purpose. Clearly and succinctly explain the issue, avoiding extraneous details that might muddle your main points. This helps the recipient immediately grasp your complaint’s essence, setting a focused tone for the rest of your communication.

2. Maintain Professionalism

Maintaining professionalism throughout your letter cannot be overstated. Regardless of your frustration or disappointment, keeping the tone respectful and professional is essential. A polite and measured approach is far more likely to elicit a constructive response from the recipient, fostering an atmosphere conducive to resolving the issue.

3. Detail Specifics

Detailing specifics is vital for context and clarity. Include all relevant information, such as dates, locations, and specific details about the transaction or product. These specifics help the recipient understand the issue more thoroughly and demonstrate the seriousness of your complaint.

4. Explicitly State Your Expectation

Explicitly stating your expectations for resolution makes it easier for the company to address your concerns. Whether you’re seeking a refund, repair, replacement, or simply an apology, clarity about your desired outcome removes ambiguity and helps guide the company’s response to your satisfaction.

5. Attach Supporting Evidence

Attaching supporting evidence to your complaint strengthens your case. This could include receipts, warranties, email correspondences, or photographs related to your complaint. Such evidence provides tangible proof of your claims, making it harder for the recipient to overlook or dismiss your concerns.

6. Reference Previous Attempts

Referencing previous attempts to resolve the issue through customer service is also important. This shows that you have made a reasonable effort to address the problem through available channels, underscoring your commitment to finding a resolution.

7. Retain Copies of Correspondence

Retaining copies of all correspondence related to your complaint, including the letter and any responses, is crucial. This documentation may prove invaluable if the issue escalates or further action is required as a detailed record of your attempts to seek resolution.

8. Be Prepared to Follow Up

Finally, be prepared to follow up if you do not receive a response within a reasonable timeframe. A polite reminder can sometimes be necessary to prompt action. Persistence and a respectful approach can be key to achieving your desired resolution.

Incorporating these tips into your complaint letter ensures your communication is heard and taken seriously. The aim is not just to voice dissatisfaction but to initiate a constructive dialogue that leads to a satisfactory resolution. With the right approach, your letter can be a powerful tool in achieving your desired outcome.

This guide outlines a structured approach to writing a complaint letter, emphasizing the importance of clarity, formality, and focus on resolution. By adhering to these guidelines, you can communicate your concerns effectively, facilitating a positive outcome.

Writing a complaint letter doesn’t have to be a daunting task. By following these steps and keeping your communication clear, polite, and to the point, you increase your chances of resolving your issue satisfactorily. Remember, the goal is not just to complain but to seek a fair solution for both parties involved.

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• How to Write a Complaint Letter + [ 5 Template Samples]

So you’ve been offended at work or by a bad product/services, part of you wants to blow hot, really hot, but what will that accomplish? Rather than raise dust which will eventually settle, how about you file a letter of complaint about it for a productive outcome. 

This type of letter written to address any type of wrong-doing, offense, grievance, resentment arising out of a product, service, etc. It is used to raise your concern about unfair things and seek redress.

If you’re unfamiliar with how a complaint letter should look, visit formplus and take a look at any complaint letter sample that suits your purpose. Each type of complaint has its own complaint letter format.

Tips for Writing an Effective Complaint Letter 

• Start off politely

Manners really matter. Your recipients are more likely to give attention to cordial letters. On the other hand, letters containing threats and ALL UPPERCASE are responded to with the bare minimum. Or not at all. 

If your Letter contains any kind of profanity, it is likely to be ignored, and some that may be considered threatening are handed over to law enforcement. The most effective e-mails and letters are very short averaging about 500 words tops. They include all the details necessary to track your problem.

• Ask a question

Your request should be in the form of a question. The question should tow the lines of “How do you fix this?”. State exactly what you want to be done and how long you’re willing to wait for a response. Another key phrase format is “I wish to complain in the strongest terms about”. The question should be clear and easy to understand. It also helps if it’s genuine and void of sarcasm. 

• Explain the problem

You should indicate your reasons for writing the letter. Highlight the facts which include the time, date and where you purchased or received the services. The reader should be able to get the point on reading the first few sentences hence it is important not to beat about the bush. Explain yourself well and be detailed to capture the reader’s attention.

• Don’t blame the person you are dealing with

While writing your letter, it is important that you remain courteous at all times. No matter how justified your complaint may be, do not allow your letter to become angry, sarcastic, or threatening. Bear in mind that the person that reads your letter will often not be the person responsible for the problem.

• Show them you are in the know

The best chance your complaint gets a fair shake is if you can convince the company that it didn’t follow its own rules or broke the law. If your complaint letter fails to bring about the results that you hoped for, consider writing another letter with a firmer tone, or try writing to someone higher up in the chain of command.

Types of Complaint Letter 

• Formal Complaint Letter

This is a letter that you use to communicate your concerns and voice your issues to the authorities. A formal complaint is backed by a legal document that sets out the facts and legal reasons that you believe are sufficient to support your claims against a party that entitles you to a remedy for the damages caused. 

A formal letter of complaint is one of the best ways to complain about something such as a product or service so that necessary action is taken on it

• Product & Service Complaint Letter  

This kind of letter is written by a consumer to a manufacturer or retailer regarding a problem with a product or service. The aggrieved customer writes a product consumer complaint letter to the concerned authority in an organization to inform them about the poor performance of a product or to complain about the delivery of the defective/damaged goods. 

In drafting such a letter, it is advisable to make it brief and to the point and state exactly what you want to be done about the problem and how long you are committed to waiting to get it resolved.

You could follow these easy steps:

• Mention the item purchased with specifications, date of purchase, and warranty.
• Explain the problem faced with the product.
• Mention if the problem is persistent.
• Conclude by requesting that the concerned authority either repair the product suitably or replace it 
• If the repairs that are undertaken aren’t satisfactory, play the warranty card. 
• Employee Complaint Letter

For starters, the Employee complaint letter can be written by two people: the employer and the employee. As an employee, if you want to make a formal complaint about something which has happened at work, you should raise a grievance.

A few tips you could use when drafting an Employee complaint letter include:

• Identify exactly the kind of workplace harassment that took place.
• Write down the details about the harassment.
• Introduce yourself and your purpose.
• Present the facts of the harassment.
• Explain in great detail how you responded.
• Proffer a solution to the issue.
• Avoid using offensive language.

How to Write a Complaint Letter (Etiquette & Sample)

Step 1: Start off with a greeting

When writing a complaint letter, it is important that it is addressed to the relevant authority. The letter of complaint is channeled to the customer care department or Human Resource person, whichever is the case. This is because the main function of customer care/ HR support is to deal with whatever issues the customers may have. If you have a contact person, you can start the letter with an address like Dear Sir/Ma/ Ma’am/ or Dear Mr/Miss/Ms./Mrs .

Step 2: Explain what you’re complaining about

Give details about the reason for your complaint. You want to be as straightforward as possible in this step because not everyone has time to go through the details of a super long letter. So start with something like; I’m writing to complain about the poorly packaged delivery I got from your logistics chain on the 18th of October 202X

Step 3: If you’ve taken any prior steps, here’s the time to share that

You may have visited the store, called, or sent a prior email before writing this complaint letter. After explaining the reason for your complaint, succinctly explain what steps you took in rectifying the situation and how it still didn’t resolve your issues with the product/service. As you follow up on a conversation, be sure to say who you spoke with and confirm the details of your discussion.

Step 4: Attach c opies of relevant supporting documents

Attach copies of the necessary and relevant documents. This may include receipts, warranties, cheques, pictures, videos if there are any. This is important as it makes your complaint legit. Ensure to include in your letter the exact documents you are attaching. Just ensure that you only send a copy of the files so it doesn’t get lost and that you still have the originals for further reference.

Step 5: How and when do you want this issue resolved?

If you can convince the company that it didn’t follow its own rules or broke the law, your complaint has a better chance of getting looked into. Express what action you want to be taken in relation to the complaint that you have made. Would you prefer to receive a discount, a refund, a repair or a replacement? It is important to state the time in which you want your issue resolved. This will help your issue be solved in the soonest time possible. The period you are providing should be realistic to avoid an unreasonable clash between you and the company.

Step 6: Sign off with your name and contact information

Included in the complaint letter should be your contact information to enable those receiving your complaints to reach out to you towards resolving the issue. Also, do well to conclude your letter in a respectful manner. Like your typical formal letter, finish your letter by closing with yours faithfully.

Tired of getting complaint letters?  Sign Up on Formplus to create an online complaint form . Embed it on your website to get customers complaints seamlessly

5 Complaint Letter Sample for Everyday Use

 complaint letter sample for poor service .

To write a complaint against poor service, you should start by contacting the company against which you have a complaint. Mail the manager to report bad customer service you have received from an employee. If you are dealing with a large company and the direct mail of the manager is not available immediately, you can always mail the HR.

The Manager (Job designation…)

Company/Organization name…

Sub: Complaint Letter for Poor Services

Dear (name),

I regret to state that I’ve had a gym membership card for about five years now (More/less) but unfortunately I found great trouble with the new instructor the day before yesterday (Date: dd/mm/yy). I usually have private paid sessions with the instructor from 7 am to 8 am. For whatever reason, he was having a session with another group during my time (Write your actual problem and situation)

Sir, I wasn’t able to have my session and had to go home to meet other pressing engagements. The new instructor didn’t even offer as much as an apology for his conduct.

I believe it is in your best interest to please take strict action regarding the above-mentioned matter.

With thanks,

Contact no. and signature…

Complaint Letter Sample for Bad Product 

Say you have used a product and you suspect it did you a disservice and/or the product was damaged or bad, and you seek redress. To help move the issue along, and resolve it in good faith, one often must compose a complaint letter. Here’s a sample to get your grievances sorted in record time.

Peter Burke

5 Allen Avenue,

Maryland, CA 34555

October 7, 2019

Keri Hilson

Mansard Manufacturing

14 Bing Street.

Re: Purchase of spoiled goods

Dear Miss Hilson:

This letter is to bring to your notice concerning the purchase of spoiled goods on October 5, 2019.

At the point of purchase, I was assured the goods would be fresh upon arrival. Instead, they were delivered spoiled. I have attached a photo as well as the delivery receipt.

I would love for you to look into this matter, and either refund my purchase or send out another supply.

Thank you for attending to the above matter. Do feel free to contact me at any time: 555-6868; [email protected].

Enclosures: Photo and receipt

Complaint Letter Sample for Harassment

No one is required to tolerate harassment in the workplace and if it happens, a complaint letter to a supervisor or human resources person will be in order. A reminder that a harassment complaint letter is only written by an individual who is harassed due to a circumstance, incident, or unacceptable behavior from another individual. This sample provides the bare minimum as you seek justice.

Name of Victim 

Address of Victim 

Phone Number of Victim 

Name of Recipient 

Designation of Recipient 

Name of Organization 

Address of Organization 

Dear Name of Recipient: 

I write this letter to inform you about the inappropriate groping and sexual advances I’ve suffered at the hands of the Name of the Harasser. I hold the position of POSITION in the company and have been employed for five years, and my work ethic has never been called into question. 

The harassment began on DATE when I was first transferred to this department and he said he was attracted to me. It has continued almost every day since. 

On DATE he sent me an email that said I should meet up with him after work. 

On DATE he sent a voicemail that said he would love to make sweet love to me in the bathroom stall. 

I reported to my immediate supervisor about the situation after the second incident but the Name of Harasser has not stopped. While most of the advances have been verbal, I have the recordings of two voicemails and one email from the Name of the Harasser. I also have two witnesses, Name of Witness one and Name of Witness two, who have witnessed the harassment. 

I want to bring to your notice that I am undergoing emotional trauma and embarrassment at work. The harassment is affecting my relationship with my Husband and is affecting my performance at work.

I implore that you please take up the matter and take any necessary action. 

Yours Sincerely, 

Signature of Victim 

Employee Complaint Letter Sample to HR 

Rotten behavior among employees can cause irreparable damage to a company in the long run. The best way to stop such dirty behavior that would otherwise rotten a company is to write an HR complaint letter. Is your boss threatening your job if you don’t “see things his way?” Is a coworker sabotaging you or worse? Write to HR. Here’s a sample to set you on your way.

My name is [name] and I have been working as [a secretary] for the past [3 years]. I am proud and happy to do my bit by offering assistance to my senior colleague. Sadly, this wonderful experience is being ruined because of a single employee: [employee name].

I’ve explored all other options prior to writing this letter and I find myself forced to resort to the human resources department for a resolution.

His/Her] continuous misbehavior and lack of conduct are just too much to cope with. It’s affecting my performance and hindering me from doing my work. [Give examples here. What, when, and where it happened? Support your case with numbers, dates and facts.]

I ask for your immediate intervention to find a solution to this problem and to establish a professional, friendly, and productive environment for all of us.

Thank you very much for your understanding.

Best Regards

Complaint Letter Sample to Management

It is frustrating when your manager seems to have a “thing” on you that you can’t explain. When writing a letter complaining about said manager’s behavior, you need to ensure that you have your name, address, the name of the manager and the account of events laid out. Especially since you addressing it to the upper echelon of the organization. This sample covers all the areas required.

Manager Operations,

Company/Institute name…

Address/Branch Address…

Sub: Complaint Letter against Manager

Respected sir,

I hope this letter meets you well. Sir, I work in your company in the research department (Department name) for the past 2/4/6 (More/less) years. The subject of my letter is actually a complaint about our department manager. (Describe your problems and situation). 

I write on behalf of the entire department. We face a number of challenges as his behavior to us is very rude and uncouth. We can’t concentrate on doing our work with his presence. He treats us like slaves in his opinion are worthless. Kindly just change our manager or at least give him a stern warning. The staff of the department will be very grateful if this is done.

Sincerely Yours,

Job Designation…

Department Name…

4 Online Complaint Form Template to Use

• Workplace Complaint Template

This workplace harassment form template can be used by an organization to allow employees and customers to report sexual, bullying, and disrespectful incidents in the workplace.  It can easily be embedded in the company handbook or website. This employee harassment form template is great for HR personnel, employers, and company managers. It is important because Workplace harassment, whether it happens in person or online, is an issue impacting businesses.

• Online Complaint Form Template

The online complaint form template is used to receive customer complaints or employee feedback about your business or services. You can customize the ready-made form to suit your brand and embed the link on your website, social media pages or simply let customers scan QR code to give you the needed feedback. You can use this complaint form in any type of business.

• Customer Complaint Form 

With the Customer Satisfaction Survey Template, you can measure customer satisfaction when you find out what they really think about your product or service. Understanding how your customers feel about your products helps you know what areas you’re are doing well as well as those you need to improve on. You can customize this customer satisfaction template or create your own with our intuitive drag and drop online form builder.

• Hotel Complaint Form  

The Hotel Feedback Form Template helps you to improve the standards of your hotel or guest houses by allowing customers to provide feedback about your hotel service. You can embed this hotel feedback form on your hotel booking site or send it to your customers’ email after they check out. With it, guests share freely their opinions, reviews & experience.

Complaint Letters are used to raise your concerns about unfair things and seek a productive outcome. While writing one, remember to use the correct tone to write a complaint letter and avoid being emotional in your letter.

In business, the purpose of a complaint letter in business is to get rectification and replacement and not finding fault. The recipient of a complaint letter should be willing to attend to genuine complaints with an open mind. The best bet for the recipient is not to react immediately either orally or in writing, but to actually make an inquest. 

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Sample Customer Complaint Letter

Information To Include in Your Letter

Sample letter, example complaint letter, report fraud or deception.

Be polite and reasonable in your letter. The person who will read it probably didn’t cause the problem, but may be very helpful in resolving it.

Give the basics

• Include your name, mailing address, and phone number, if you want the business to use it.
• Include your account number, if you have an account with the business, and the related transaction number.
• Give the product name and its serial or model number.
• State the date and place you bought the product or service or had it repaired or serviced. Give important details about the transaction.

Tell your story

• Explain the problem.
• Give a brief history of what you've done to fix the problem if that helps to explain why you’re writing to the business.

Explain how you want to resolve the problem

• Tell the business what you want, like a refund, repair, exchange, or store credit. Or ask the business to suggest a solution.
• Name all the documents you include with the letter. Make copies of important documents and send the copies in the letter. Keep the original documents.
• Tell the business how to contact you.

Describe your next steps

• Say how long you’ll wait for the business to answer you. Pick a date that gives the business time to act.
• Tell the business what you plan to do next. For example, report it to the  Better Business Bureau  or your state  state attorney general   or   local consumer protection office .

Send your complaint letter

• Make a copy of the letter to keep.
• Send your letter by certified mail and ask for a return receipt. If you file your complaint letter online, print the screen that shows your letter or take a screenshot of your letter before you click “submit.”

This sample letter has choices to help you build your letter. When you write, pick the words that describe your situation.

[Your Mailing Address]

[Your City, State, Zip Code]

[Your email address]

[Date  you write the letter]

[Name of Person  you're writing to]

[Title  of person you're writing to (or) Consumer Complaint Division]

[Name of Business]

[Business Street Address]

[Re: Your account number if you have one and the order (or) transaction number ]

Dear [Name of Person (or) Consumer Complaint Division] :

On  [date] , I [bought (or) leased (or) rented (or) hired (or) or had repaired (or) had serviced]  a  [name of the product or service]   [with serial (or) model number]  at [place you got the product or service].  [Add other important details about the transaction.]

Unfortunately, [your product has not performed well (or) the service was inadequate]  because  [the product was defective (or) the product doesn't work properly (or) the service wasn’t performed correctly (or) I was billed the wrong amount (or) something was not disclosed clearly (or) something was misrepresented (or) explain the problem] .

To resolve the problem, I would like a  [refund (or) repairs (or) an exchange (or) store credit (or) explain what you want the company to do] . I have enclosed copies of my  [records (or) receipts (or) guarantees (or) warranties (or) cancelled checks (or) contracts (or) model and serial numbers (or) other documents]  about this transaction.

I look forward to your reply and a resolution to my problem. I will wait until  [give a date]  before I contact a consumer protection agency or get other help.

Please contact me [at the address on this letter (or) at the email on this letter (or) by phone at (xxx)-xxx-xxxx].

[Your name]

Enclosure(s)

[Name the documents you include with the letter]

Here’s an example of a complaint letter .

If you think a business has been dishonest, contact your state attorney general or consumer protection office . Tell the FTC too, at ReportFraud.ftc.gov . The FTC doesn't resolve individual reports, but your report helps law enforcement detect patterns and may lead to an investigation.

For more help resolving a customer problem, check out these ideas and strategies .

An Example Complaint Letter

#scribendiinc

Written by  Scribendi

How to Write a Complaint Letter

Writing a  letter of complaint  can be difficult, especially if you've never done it before. The most important thing to remember when writing your formal complaint letter is to be direct and tasteful. If you simply rant and rave incoherently, your complaint isn't likely to be taken seriously.

If you've been unfortunate enough to experience poor service and want to know how to write a complaint letter, you're in the right place. 

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.

Features of a Complaint Letter

For every complaint letter you write, you'll need to keep the following key features in mind. In order to convey your message effectively, it's best not to skip over any of these.

• Clear and concise writing
• Polite but firm
• Details of the incident
• What you hope to achieve

Take a look at this example complaint letter for ideas on how you should approach writing a letter of complaint. Pay attention to the complaint letter format, the voice, and the use of language.

My Name My Address

Recipient Name and Title Company Name Company Address

To Whom It May Concern:

I am writing today to complain of the poor service I received from your company on June 12, 2020. I was visited by a representative of That Awful Company, Mr. Madman, at my home that day.

Mr. Madman was one hour late for his appointment and offered nothing by way of apology when he arrived at noon. Your representative did not remove his muddy shoes upon entering my house and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present a range of products to me that I had specifically told his assistant by telephone that I was not interested in. I repeatedly tried to ask your representative about the products that were of interest to me, but he refused to deal with my questions. We ended our meeting after 25 minutes without either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to show up. My impression of That Awful Company has been tarnished, and I am now concerned about how my existing business is being managed by your firm. Furthermore, Mr. Madman's inability to remove his muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional carpet cleaner.

I trust this is not the way That Awful Company wishes to conduct business with valued customers—I have been with you since the company was founded and have never encountered such treatment before. I would welcome the opportunity to discuss matters further and to learn how you propose to prevent a similar situation from recurring. I look forward to hearing from you.

Yours faithfully,

Here's our example, all ready to be sent. 

Ending a Letter of Complaint

Notice how the final paragraph of the complaint letter summarizes how the writer feels and indicates what they hope to achieve. In this case, the writer is hoping to 'discuss matters further and to learn how you propose to prevent a similar situation from recurring'.

They've made their desire clear; this not only makes it easier for the reader, but it's more likely you'll achieve the result you want.

Parting Advice

With the right resources, it's easy to learn how to write all kinds of letters. 

If you'd rather have a professional handle the wording and formatting of your complaint letter, send it to Scribendi for editing .

Image source: Sonyachny/envato.elements.com

Make Every Word Count. Hire a Professional Editor.

Hire one of our expert editors , or get a free sample, about the author.

Scribendi's in-house editors work with writers from all over the globe to perfect their writing. They know that no piece of writing is complete without a professional edit, and they love to see a good piece of writing transformed into a great one. Scribendi's in-house editors are unrivaled in both experience and education, having collectively edited millions of words and obtained nearly 20 degrees. They love consuming caffeinated beverages, reading books of various genres, and relaxing in quiet, dimly lit spaces.

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How to Write an Effective Complaint Letter

Last Updated: April 1, 2024 Fact Checked

Sample Complaint Letters

• Writing Your Letter

Example Complaint Letter

• Following Up

This article was co-authored by Tami Claytor and by wikiHow staff writer, Raven Minyard, BA . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 3,801,931 times.

If you had an issue with a product or service that can’t be resolved through a conversation with customer service, you may need to write a complaint letter to a company. In a formal complaint letter, you need to directly state your problem and the way you’d like the company to resolve it. In this article, we’ll walk you through every step of writing, formatting, and sending a company complaint letter, plus next steps if the issue still isn’t solved.

The Basics of a Complaint Letter

• Start your complaint letter by directly stating your problem. Include relevant information like key dates and serial numbers.
• Politely but firmly state exactly what solution you want, whether that’s a refund, an exchange, etc.
• Include supporting documents like receipts and give the company a clear time frame in which to respond.

Writing Your Complaint Letter

• Try to find out the name of the customer service manager or director and address your letter to them personally. Begin your letter with Dear “Mr., Mrs., Miss, or Ms.,” followed by their surname. If you cannot find the name of the customer service manager, simply write “Dear Sir or Madam.”

• Customer service representatives may receive as many as hundreds of letters a day, so it's vital that you get to the point quickly. If your letter is too long or detailed, the reader will be inclined to skim its contents and end up with an unclear idea of the exact problem or your desired resolution.
• You may provide further detail of the situation in the paragraph following your opening sentence, but the first line should draw attention to your complaint as succinctly as possible. Try to keep your letter on a single page, or under about 200 words.
• State only the facts, not the emotion. While you may be extremely upset, writing about your emotions might overshadow the real issue.
• For example, your opening sentence might read: “I am writing to complain about a faulty hair dryer that I purchased from your company on July 15th at your location on First Street, Exampletown. The serial number is 12345.”

• Try to suggest a way you can move forward and continue your relationship with the company. If you demand compensation yet inform them you plan to take your business elsewhere, they will have little incentive to try to resolve the problem.
• If you’d like the company to correct a broader problem, state that in your letter but recognize that it may take some time.
• Do not threaten legal action in your first communication. It may be the solution you ultimately require, but send your complaint letter first and await a response.
• For example, you might say, “To resolve the problem, I would like to exchange the faulty hair dryer for one that works properly.”

• Providing a time limit also helps prevent your letter from getting lost or forgotten, which could lead to further resentment between you and the company.
• For example, say “I look forward to your reply and a solution to my problem. I will wait until July 31st before I contact a consumer protection agency or seek other help.”

• Remember that the person reading your letter was not directly responsible for whatever happened, and they will be much more responsive and willing to please a gracious, polite customer than an angry, accusatory one.
• Don't write when you're furious. Wait to write your letter until you have calmed down. Or if you wish, write the letter while you are fully steamed, and then let it sit for a day or two before you send it. In all likelihood, you will want to rephrase things in a less incendiary way. [4] X Research source
• Remember, the company to which you are writing probably isn't out to get you intentionally. Most companies have an interest in their customer's satisfaction, so you’ll have much better success treating the recipient as somebody who wants to help you rather than assuming they’re filled with malicious intent.
• Being authoritative encompasses a range of things, such as the quality of the language used, your knowledge of your rights and the company's responsibilities, as well as the professional presentation of the letter.

• Sign off the letter with Yours sincerely if you know the name of the person you are writing to or Yours faithfully if you referred to them as "Sir" or "Madam". Avoid informal closings such as "Best," or "Yours truly."
• To write your signature, leave a blank space under the Yours faithfully or Yours sincerely where you can write in your signature by hand. Underneath this space, type your name so it is easy to read.
• Etiquette expert Tami Claytor says to conclude with “Thank you for your time” or “Thank you for your consideration.” So try saying something like “Thank you for your consideration. You can reach me at (phone number) or (email address). Yours sincerely, (your name).”

• If possible, type your letter to make it easier to read and more professional-looking. If you must handwrite your letter, make sure your writing is clear and legible with no crossed-out words or ink smudges.
• Keep the letter tidy and well-spaced, with paragraphs of approximately equal size.

• Make sure to send copies of any documentation, not the originals. That way, there’s no chance of this key information being lost or mislaid should you need to provide evidence to someone else.
• Keep copies of all correspondence and the dates your letters were sent, as well.
• If you’re including documentation, make sure to state the exact materials in the body of your letter. For example: “Please find attached a copy of my original receipt, along with a copy of the hair dryer’s guarantee and information regarding the serial number.”

• Reading your letter aloud can help you catch any sentences that are awkwardly phrased.
• Make sure everything you’ve written is truthful, sincere, and verifiable, as well.

• Make a copy of the letter for your files, as well.
• If you file your complaint online, take a screenshot or print the screen that shows your letter before you submit it.
• Dear Super Grocery manager: I am writing to inform you of a serious issue I experienced at your store on January 17th. I purchased a bag of frozen chicken patties and when I cooked one, I bit into a large piece of plastic. I often buy these chicken patties for my children, so finding the plastic inside was very alarming. I am a regular customer at your store and have bought this brand of chicken patties many times, and while this has never happened before, I wanted to reach out to ensure the store will take measures to check recalls and faulty products so this does not cause harm to someone else. I would like to hear back from you as soon as possible and will reach out again if I have not received a response within a week. Please reach me by phone at (555)-555-5555 or by email at [email protected]. Thank you for your time. Yours sincerely, Jane Doe

Following Up About Your Complaint Letter

• Start at the customer service level instead of going straight to the top. Customer service is there to handle these complaints, and any letters addressed to the CEO will probably be referred back to this department anyway. Customer service employees might regard you unfavorably if you try to go over their heads.
• If you write a letter to a CEO or managing director, make sure it’s clear, concise, and well-written, as they will have no prior knowledge of the incident.

• Contact your state attorney general or state consumer protection office. These government agencies often mediate complaints, conduct investigations, and take other action against those who break consumer protection laws.
• Contact a national consumer organization. Groups like Call for Action and Consumer Action try to help with complaints.
• Contact your local Better Business Bureau . The BBB is made up of organizations supported by local businesses and try to resolve customer complaints.
• File a report with the Federal Trade Commission . While the FTC doesn’t resolve individual complaints, your report can help law enforcement detect patterns and might lead to an investigation.
• Visit USA.gov/complaints for information on filing complaints about specific types of products, steps to filing a complaint with a manufacturer or seller, and links to product recall information.
• Note that you should only contact these organizations if the issue cannot be resolved through the original company. These complaints should be serious issues rather than minor inconveniences.

Community Q&A

• There are consumer websites where you can voice your complaints and see if others have been in the same situation with that particular company. You can also consider filing consumer complaints online on these websites. Thanks Helpful 0 Not Helpful 0
• Before you write, take some time and reflect on what has occurred. Make sure you know what you want and how to ask for it. Thanks Helpful 0 Not Helpful 0
• Don't swear. Remember that what you want is recompense or resolution, and offending your reader will not accomplish that. If you'd like to use stronger language, avoid the passive voice and use words that are more direct and descriptive. Perhaps you were appalled or even revolted , which are stronger words than disappointed . Thanks Helpful 0 Not Helpful 0

• It is illegal to write a letter that contains language threatening physical violence, destruction of property, or assault to health or safety. A threat can be interpreted as harassment and grounds for action in a court of law and it can be subject to penalties ranging from fines to prison time. Do yourself a favor and put threats out of mind. Do not put them in writing and send them! Thanks Helpful 8 Not Helpful 2
• Do not send sworn letters of witnesses. In fact, if you think you might wind up in court over this, consider holding back not only the witness's statement, but their name as well. Remember, too, that court is likely to be costly. It is better in most cases to seek an agreement informally, or at most through arbitration. Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ https://www.aresearchguide.com/write-a-complaint-letter.html
• ↑ https://www.accc.gov.au/consumers/problem-with-a-product-or-service-you-bought/contacting-a-business-to-fix-a-problem
• ↑ https://www.umgc.edu/current-students/learning-resources/writing-center/writing-resources/professional-and-presentation/the-complaint-letter
• ↑ https://writingcenter.gmu.edu/writing-resources/different-genres/writing-business-letters
• ↑ https://www.touro.edu/departments/writing-center/tutorials/seven-steps-to-effective-proofreading/
• ↑ https://faq.usps.com/s/article/Certified-Mail-The-Basics
• ↑ https://www.peopleclerk.com/post/complaint-letter-example
• Send this Jerk the Bedbug Letter: How Companies, Politicians, and the Mass Media Deal With Complaints and How to Be a More Effective Complainer , by John Bear.

About This Article

The easiest way write a complaint letter to a company, is to quickly get to your problem. Include your desired resolution in the body of the letter, and state a time limit for the solution. Close the letter respectfully by writing “Yours sincerely, [Your Name]” or “Respectfully, [Your Name]”. Send your letter to the customer service department. For advice on how to format your letter, read on. Did this summary help you? Yes No

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57 Example Complaint Letters, Guides and Samples

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• Complaint Letter Format

Complaint Letter Format - How to Write with Examples

Making complaints about someone is always a sensitive issue and writing about it is a much more difficult task as everything would be documented. Writing a complaint letter is, therefore, something that should be done with utmost care. This article on complaint letter format will provide you with tips on how to write a complaint letter and also give you a few complaint letter samples for your reference.

Table of Contents

How to write a complaint letter.

• Complaint Letter Sample for Poor Maintenance of the Garden and Improper Waste Disposal
• Complaint Letter Sample for Damaged Product Received
• Complaint Letter Sample for Installation of New Street Lights
• FAQs on Complaint Letter Format

Complaint letters are written to the concerned authorities when you are not satisfied with some service, or you have a problem that needs to be addressed. See to it that you write the letter in a polite manner. The format of a complaint letter follows the format of a formal letter . To write a complaint letter, you can start with the sender’s address followed by the date, the receiver’s address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters.

Sender’s address

___________

Receiver’s address

Subject: ___________________________

Sir/Ma’am, (Salutation)

Body of the Letter explaining the reason for your letter and the complaint.

Thanking you

Yours faithfully, (Complimentary Closing)

NAME in block letters

Complaint Letter Samples

Here are a few complaint letter samples to help you understand the format of the complaint letter and help you write a complaint letter on your own.

Complaint Letter Sample 1 – Poor Maintenance of the Garden and Improper Waste Disposal

45 B, Rory Lane

Damsel Street

Mumbai – 400056

29 th December, 2021

The Secretary

Residential Association

Subject: Complaint letter regarding the poor maintenance of the garden and improper waste disposal

I am Shawn Mendez, a resident of Rory Lane. I am writing to bring to your notice the poor maintenance of the garden around our residential area and the improper disposal of waste. The garden around the residential area was watered regularly, and grass shrubs were trimmed and maintained neatly in the beginning. It has been more than a month now since any kind of maintenance is done in the garden. We have tried contacting the person in charge, but every effort has just been in vain.

Another growing issue is the problem of waste disposal. There were people from the corporation collecting garbage for disposal every two days, but it has been more than a week now since they have collected any garbage from our area. This has led to the accumulation of waste, and people have started dumping it in the corner of the street as they have no other choice. Kindly look into this and the maintenance of the garden as it would become a huge mess if this continues. It would be highly appreciated if you could also inform the residents that all garbage would be collected and not to throw them out around the street corners.

Thank you in advance.

Yours faithfully,

SHAWN MENDEZ

Complaint Letter Sample 2 – Damaged Product Received

5/652, SNV Street

Hyderabad – 500025

November 26, 2021

The Manager

Customer Service Department

Taurus Shop

New Delhi – 110023

Subject: Complaint about a damaged product received

I had purchased a black top from your online store. I received the product today, and I tried filing a return request as the size is smaller than the one I had ordered, and the cloth is torn on the left side. For some reason, the return request is not being filed. The page is either getting redirected or stuck. I have tried multiple times, and I could not go through with it. Can you please check and let me know if the return request has been filed for the order no. 3049. If not, kindly let me know what I should do to return the product.

I am attaching herewith photographs of the damaged portion of the top and the opening video for your reference.

Yours sincerely,

SINDHU SHANKAR

Complaint Letter Sample 3 – Installation of New Street Lights

12B, Nelson Manickam Road

Nungambakkam

Chennai – 600045

The Councillor

Ward No. 26

Chennai – 600052

Subject: Regarding installation of new street lights in our area

I am writing to bring to your kind attention that there are no street lights in our area and it has become a huge problem as it has started raining. It is very difficult for people who travel through this area because it is very dark at night, and with continuous rains, the place floods up. It becomes really difficult to drive as the roads are damaged, and there have been constant accidents because of this. Therefore, I request you to kindly take some action at the earliest and install street lights in our area as it is a danger if left like this.

Thank you for your time and cooperation in advance.

DERRICK RAJ

Frequently Asked Questions on Complaint Letter Format

Why do we write a complaint letter.

A complaint letter is written with the aim and hope of finding a suitable solution for a problem that has not been addressed. There is an umpteen number of problems faced by people, and raising complaints to bring these problems to the attention of the higher authorities is the only way to rectify the problems.

How do I write a letter of complaint?

When you write a complaint letter, make sure you state the problem in a clear and concise manner. Do not exaggerate. Explain the difficulties faced due to the problem and see to that you address the problem on a kind note. Do not express anger or sarcasm in your letter.

What is the most important factor in a complaint letter?

The most important factor in a complaint letter is the problem. Ensure that you explain the problem properly and state the seriousness of the problem. Be sure to include any documents or copies of documents that might serve as proof.

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Complaint Letter Format

Making a complaint about someone is always a difficult undertaking, and writing about it is even more difficult because everything is documented. For example, if we order a product and it arrives defective, we write a letter to the linked person or company, expressing our dissatisfaction with the goods. As a result, the concerned agency will take appropriate action in response to the complaint. In the article below, we will look at the complaint letter format as well as some sample letters.

Complaint Letter

A Complaint Letter is a type of formal letter that is written to address any type of wrongdoing, offence, grievance, or anger that arises from a product, service, or other resources. There could be a variety of reasons for submitting a complaint letter, including potholed roads, hospitals that do not provide enough medical care to their patients, officials accepting bribes, and numerous other flaws in our system. Every citizen has the right to speak out against these violations by sending a complaint letter and bringing these matters to the attention of the appropriate departments.

A complaint letter is designed solely to anticipate rectification for a certain subject. However, if the authorities appear to be unresponsive, the individual has the right to file additional lawsuits or court cases against the firm provided the substance of the complaint is legitimate.

Guidelines to Write a Complaint Letter

• Be formal and prevent using harsh or offensive or abusive language.
• Concentrate on the most critical details. Provide no unnecessary background information.
• The objective of writing should be obvious.
• Do not stray from the topic and write concisely.
• It is critical to introduce the person authoring the letter.
• The date the letter was written, as well as the recipient’s information, should be included.
• The subject line should be mentioned clearly.
• Proofread your message to ensure that there are no grammatical or glaring faults.
• Make a great presentation and use straightforward language.

The following is the complaint letter format:

Sender’s Address

Receiver’s Address

Subject: ____________ (Mention the reason for complaint)

Body of the Letter: Introduction, Main reason to write the letter, Conclusion

Complimentary Closing

Complaint Letter Samples

A complaint letter could be written for a variety of reasons. Here are a few complaint letter samples to help you grasp the complaint letter structure and draft your own complaint letter.

Sample 1 – Complaint Letter for Poor Service

Flat 24, Sunshine Apartments,

Mumbai – 28

20 th July 2022

Customer Service Manager,

XYZ Company,

Subject: Complaint letter regarding poor service of broadband network

Dear Sir/Ma’am,

My name is Sachin Kadam, and I live at Sunshine Apartments. I’m writing to raise your attention to the bad service provided by your broadband network in our building. Your company’s network is inadequate, and it frequently produces fluctuations, resulting in network outages.

Many of our apartment occupants are currently working from home, and they rely greatly on internet connectivity and speed. I had previously filed a complaint about the same issue. However, no further progress has been achieved.

I hereby request that you remedy this issue as soon as possible, or we will be forced to discontinue utilizing your services on an unsatisfactory note.

Yours Faithfully,

Sachin Kadam

Explore More Sample Letters

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• Joining Letter After Leave
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Sample 2 – Complaint Letter for Incorrect Delivery of Books

XYZ School,

10 th January 2022

Oxford Publication House

Consumer Complaint Division

Subject: Complaint regarding incorrect delivery of wrong set of books

Respected Sir/Madam,

I ordered a book set (Order No. 001458) to be supplied to XYZ School in Delhi on January 1, 2022. To my dismay, I did not receive the set I requested and instead received the incorrect book set. I am quite disappointed.

To fix the issue, I would appreciate it if you could please replace the incorrect book set with the one that was initially requested. Please notify me what action you intend to take as soon as feasible. I hope to hear from you within the next ten days.

Copies of the transaction paperwork and the receipt are enclosed. I eagerly await your response and a resolution to my situation.

Yours Sincerely,

Kapil Joshi

Librarian, XYZ School

Sample 3 – Complaint Letter for Delay of Salary

Employee Address

HR Management Department

Employer Address

Subject: Complaint Letter for Delay of Salary

Dear Sir/Madam,

My name is ________. I am writing to express my dissatisfaction with not receiving my June salary.

I’ve been waiting for my salary for over ten days, but there has been no update on the amount credited to my account. It has been delayed by the accounts department, for which I have no explanation.

As my attendance on the portal is evident, I have taken no leaves in the past month. You may confirm this, and please look into it by cooperating with the accounts department.

Frequently Asked Questions on Complaint Letter Format

Q1. What does a complaint letter serve?

Answer. A complaint letter is prepared with the intention and hope of finding a satisfactory solution to an unresolved problem. People experience a plethora of issues, and filing complaints to bring these issues to the attention of higher authorities is the only way to resolve them.

Q2. What attachments should be included with complaint letters?

Answer. Typically, complaint letters include a copy of the documents that substantiate the complainant’s allegations of misconduct.

Q3. Which act protects the rights of consumers in India?

Answer . In 2019, the Consumer Protection Act of India 2019 superseded the former Consumer Protection Act of India 1986.

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Cyber Crime Complaint Letter Format & Sample

If you are looking for some of the best cyber crime complaint letter formats & samples, then here you will get 10+ complaint letter samples on this topic.

Usually, if you have been cheated on any social media, email or internet, then it is a serious crime and it is considered a cybercrime.

There are also many other types of cybercrime, such as identity fraud on the Internet, stealing financial or card payment data, or extorting money to prevent a threat attack. Also, we have some samples of money fraud complaint letter to police, that can help you to write your own complaint letter.

If any of these incidents happen to you, you can take legal action on it, and also you can inform your cyber cell by writing a cyber crime complaint letter.

Cyber Crime Complaint Letter Format In English

To, The Police Superintendent, [Local Police Station Name], [District Name], [Date].

Subject: Complaint letter for cyber crime.

Dear Sir/Madam,

I would like to inform you that I am a regular internet user. So, yesterday night when I was checking my email I saw a mail from the bank and it informed me to complete the KYC of my bank account.

After that, when I click on it and fill it with my bank information, I notice that Rs. 5000 is withdrawn from my account. Then I realized that a fraud had been committed against me.

So I request you to take strict action against this fraud that happened to me and report it to your cyber crime department.

Thanking you in advance for your efforts.

Regards, [Name], [Mobile Number], [Your Bank AccAccount Details].

Cyber Crime Complaint Letter Format

To, The Sub-inspector, Cyber Crime Cell, [Police Station Name], [Address], [Date].

Subject: Cyber crime complaint letter.

I _____ [Your Name], I write this letter on behalf of a fake account on Facebook. When I was browsing Facebook yesterday, I noticed a person opening a fake account in my name and making bad comments to some peoples.

After seeing the whole thing, when I asked him to delete my account and stop making such bad comments, he scolded me in reply and said “I am doing exactly what I am doing. I will do it again and again. Do whatever you want.”

All these incidents are creating a bad image of me in society, which could lead to many problems for me in the future. I want it to be stopped as soon as possible and legal action taken against that person.

Urgently look into this matter and start investigating it as soon as possible.

Thank you in advance.

Yours Faithfully, [Your Name], [Your Mobile No], [Real FB Account Link], [Fake FB Account Link].

Application For Cyber Crime In English

To, The Cyber Crime Cell, [Police Station Name], [Address], [Date].

Sub: cyber crime complaint letter.

Respected Sir/Madam,

I am _____ [Your Name], a permanent resident of _______ [ Mention your permanent address]. I am writing this letter to bring to your kind notice that last night I got a call from an unknown number and there was a person using very bad language and talking nonsense.

I dropped the number on the block list at night without thinking about it. But this morning the same person started disturbing me by calling me from another new unknown number.

So I request you to take legal action against that person and try to block those numbers. Also, I have put those unknown numbers below.

Yours Sincerely, [Your Name], [Your Contact Details]. [Mention those Unknowns No].

Cyber Crime Complaint Letter Sample India

To, The Cyber Cell, [Address], [Date].

Subject: Cybercrime complaint letter for digital fraud.

I would like to inform you that this morning while I was searching for some information on the internet, an advertisement came to me and some digital marketing courses were being sold in that advertisement.

I purchase it to enroll in the Digital Marketing course. After purchasing it, the amount was deducted from my bank account but then I did not get any digital marketing course from them.

Then I call the customer care number given to them and tell them everything. But they did not help me in this matter and they completely ignored me.

So, I request you to kindly look into this matter and do the needful so that I can get my money back.

Thanking you.

Yours Sincerely, [Your Name], [Your Mobile No], [Course Details].

Read Also: Police Complaint Letter Format & Samples

Complaint Letter Format For Cyber Crime

To, The Officer-in-charge, [Address], [Date].

Subject: Cybercrime complaint letter under section 66A of the IT act.

I _______ [Write your name], resident of ________ [Mention your address] I am obliged to report you the criminal act of using my photos and videos on social media by the accused [Mention name of accused with his I’d]. The said individual has used to post my photos and videos on Facebook, Instagram and Twitter from the last one year without my permission.

I also attached all the required snap shots and documents related to this matter. I would request you to promptly investigate this matter and take legal action against the culprit at the earliest.

Thank you in advance for your co-operation.

Yours Sincerely, [Your Name], [Your Contact Details].

Fraud Transaction Complaint Letter To Police

To, The Officer-In-Charge, Cyber Crime Cell, [Police Station Name], [Police Station Address],

Data: dd/mm/yyyy

Sub: Money fraud complaint letter to police.

I am _____ [Your Name], a resident of ________ [Your Address] in your police station area. I am writing this letter to bring to your notice that, this morning a message came to my WhatsApp number. After reading the message, I see that it says that my number has won in KBC lucky draw.

I massage them and ask them how I will get the prize. They said that first I have to send 2000 rupees to their number, then they will give me the prize. And then, when I send money to their number, they block my number and do not keep in touch with me. Then I realized that I had been deceived.

Therefore, I request you to please register a complaint & take legal action on it.

Yours Sincerely, [Your Name], [Contact Details].

Cyber Crime Complaint Letter Format In Hindi

सेवा, प्रभारी अधिकारी, [विभाग का नाम], [पता], [तारीख]।

विषय: धोखाधड़ी लेनदेन के लिए साइबर अपराध शिकायत पत्र।

आदरणीय सर/मैडम,

मैं आपका ध्यान उस घटना की ओर आकर्षित करना चाहता हूं जो कल मेरे साथ हुई थी, मुझे अपने बैंक प्रतिनिधि से एक अज्ञात कॉल आया जिसमें मैंने अपना एटीएम और सीवीवी नंबर ओटीपी रीसेट करने के लिए कहा।

आज मुझे एक संदेश मिला कि मेरे खाते से नकद निकासी की गई है। इस धोखाधड़ी लेनदेन से मैंने अपनी कुल बचत खो दी। मैं इस धोखाधड़ी के बारे में अपने बैंक प्रबंधक को भी सूचित करता हूं।

अतः आपसे निवेदन है कि इस मामले में गंभीरता से कार्यवाही करने की कृपा करें। ताकि मैं अपनी मेहनत की कमाई की वसूली कर सकूं।

आपको धन्यवाद।

सादर, [तुम्हारा नाम], [आपका बैंक विवरण], [आपका संपर्क विवरण]।

Cyber Crime Complaint Letter Format Pdf

Download This PDF & Image.

Cyber Crime Complaint Form

You can complain online about the cybercrime that happened to you. You can easily fill up a cyber crime complaint form and make your complaint by clicking the link below.

Cyber Crime Complaint Form – CLICK HERE

Hopefully, you are looking for complaint letter formats for the type of cyber crime that happened to you, here you have found it very easily. If you don’t like these samples, you can let us know in the comments section below what kind of samples you are looking for.

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• For Small Business

How to Write a Business Letter That Gets Results in 2024

• May 13, 2024
• by steven-austin

Even though writing a letter may seem old-fashioned in today‘s digital world, business letters are still a crucial tool for professional communication and collaboration. Whether you need to pitch a sale, apply for a job, request information, or resolve a complaint, knowing how to craft a persuasive letter can help you achieve your goals and make a positive impression on your recipients.

In fact, a well-written business letter may be even more impactful now that they‘re less common. A 2022 survey by the U.S. Postal Service found that 70% of consumers said they were more likely to open and read direct mail than email. In an overflowing inbox, a thoughtful letter can stand out and show that you value the communication enough to put pen to paper (or fingers to keyboard).

So what does it take to write a business letter that gets noticed – and gets results? In this guide, we‘ll break down the art and science of effective letter writing, with tips, templates and examples you can use to craft powerful letters for any professional scenario.

Why Business Letters Still Matter

In an age of instant messaging and video calls, it‘s easy to think of letters as a relic of the past. But there are several reasons why business letters are still an important communication tool:

They convey professionalism and credibility. Taking the time to write a well-formatted letter shows that you are serious, detail-oriented and respectful of established business norms.

They provide a permanent record. Unlike phone calls or face-to-face meetings, letters create a tangible paper trail that can be filed, referenced and shared as needed.

They allow for careful composition. Writing a letter gives you the opportunity to thoughtfully organize your points and choose your words for maximum impact, without the pressure of a real-time interaction.

They can break through the digital clutter. In a sea of emails and app notifications, a physical letter can grab attention and leave a lasting impression in a way that electronic communications often can‘t.

How lasting is that impression? Research by the firm Epsilon found that 80% of recipients could recall a brand directly after receiving direct mail, compared to just 44% after seeing a digital ad. Even in the digital age, the tactile experience of holding and reading a letter forges a stronger connection.

The Anatomy of a Persuasive Business Letter

Crafting an effective business letter is both an art and a science. While the content and tone may vary depending on your industry, audience and objectives, most persuasive letters share a common structure:

Start with your contact information, including your full name, title, company name, address, phone number and email. If you‘re writing on official company letterhead, this may already be included.

Include the full date you‘re sending the letter, in a standard format such as April 1, 2024.

3. Recipient‘s Address

List the recipient‘s name, title and full mailing address. If you don‘t have a specific contact name, you can use a general title such as "Human Resources Director" or "To Whom It May Concern."

4. Greeting

Open with a professional salutation followed by the recipient‘s name, such as "Dear Ms. Patel" or "Dear Jordan." If you don‘t have a name, "Dear [Job Title]" or "Dear Sir/Madam" are appropriate.

5. Opening Paragraph

Your first paragraph should grab the reader‘s attention and clearly state your reason for writing. Start with a strong hook – an interesting fact, question, or brief anecdote related to your main point.

6. Body Paragraphs

In the main part of your letter, build your case with persuasive points, relevant details and specific examples. Focus on benefits over features, anticipate potential objections, and include evidence such as data, testimonials or research to support your arguments. Use short paragraphs and clear, confident language.

7. Closing Paragraph

End your letter by restating your main point and including a clear call to action – the next step you want the reader to take, whether it‘s scheduling a meeting, visiting a website or sending a reply. If you plan to follow up, you may mention that here.

8. Sign-Off

Choose a professional closing such as "Sincerely," "Regards" or "Best," followed by a comma. Leave about four lines of space for your signature if you plan to print and sign the letter by hand.

9. Signature

Type your full name, followed by your title if relevant. If you‘re printing the letter, sign your name by hand in the space above.

10. Enclosures

If you‘re including any additional documents, such as a resume or product specs, list them here with the word "Enclosure" or "Attachment."

Of course, this is just a general template – the specific content and organization of your letter will depend on your purpose and audience. Let‘s take a closer look at some common types of business letters and how to adapt your approach for each one:

Sales Letters

The goal of a sales letter is to persuade a potential customer to take a specific action, such as making a purchase, scheduling a demo or requesting more information. To write an effective sales letter:

• Grab attention with a strong headline. Your opening line should hook the reader with a provocative question, surprising statistic or bold claim related to their needs or challenges.
• Focus on benefits, not just features. Instead of simply listing product specs, emphasize the real-world results and value your offering can provide.
• Use social proof. Include customer testimonials, case studies or research data to build trust and overcome objections.
• Create urgency. Motivate the reader to act with a limited-time offer, exclusive invitation or compelling event.
• Make the next step crystal clear. End with a specific call-to-action and make it easy for the reader to follow through, whether it‘s with a phone number, reply card or custom URL.

For example:

Dear [Name], What if you could cut your team‘s project turnaround time by 50%, without adding staff or costs? That‘s the average result our customers see after switching to the Zooma productivity suite. Trusted by over 10,000 teams worldwide, Zooma streamlines workflows, automates routine tasks and enables seamless collaboration, so you can focus on high-impact work. Just ask our customer Andrea H., a project manager at Tectonic Agency: "We used to spend hours each week wrangling spreadsheets and chasing down updates. With Zooma, everything‘s in one place and I can see exactly where projects stand with a single click. It‘s a game-changer." I‘d love to show you how Zooma can supercharge your team‘s productivity too. If you have 15 minutes this week, I‘d be happy to give you a personalized demo – just reply to this email or book a time on my calendar here: [Scheduling Link] Talk soon, [Your name] Zooma Sales Director

Job Application Letters

Also known as cover letters, job application letters introduce you as a candidate and motivate the employer to read your resume. A strong application letter should:

• Show genuine interest. Convey enthusiasm for the specific role and company, demonstrating that you‘ve done your research.
• Highlight your most relevant qualifications. Cherry-pick the skills and experiences from your background that best match the job description and employer‘s needs.
• Tell your story. Go beyond your resume bullet points to share your unique career narrative and professional strengths.
• Provide social proof. If you have impressive achievements or references, mention them to build credibility.
• Express your culture fit. Demonstrate shared values and point out how you would integrate well with the company‘s mission and work style.

For instance:

Dear Ms. Hernandez, When I saw the Senior UX Designer posting on LinkedIn, I knew I had to apply. I‘ve been following BluWave Digital‘s work for years, and have always been impressed by your user-centric approach to design challenges. In my current role at TechCo, I‘ve had the opportunity to lead UX strategy for several high-profile products, including our flagship mobile app that‘s now used by over 500,000 customers. By focusing on user research and rapid prototyping, I was able to increase adoption rates by 30% while also improving key satisfaction metrics. Previously, as a UX consultant, I collaborated with cross-functional teams on projects for clients in healthcare, e-commerce and education. My former manager described me as "a powerhouse of creative problem-solving" and "unmatched in her ability to put the user first." Beyond my design chops, I‘m also passionate about mentoring junior designers. I started an informal UX learning community that‘s grown to over 200 members who meet regularly to share knowledge and feedback. This spirit of continuous learning and collaboration is a big part of what draws me to the BluWave culture. I would love the chance to bring my skills and enthusiasm to the Senior UX Designer role. Could we set up a time to discuss how my experience could help drive BluWave‘s mission forward? Sincerely, [Your Name]

Networking Letters

Networking letters are a proactive way to build relationships in your industry and find hidden job opportunities. Whether you‘re requesting an informational interview or simply introducing yourself, a great networking letter should:

• Establish a connection. Mention a mutual contact, shared interest or recent meeting that prompted you to write.
• Clearly state your purpose. Are you looking for general career advice, exploring opportunities at their company, or simply wanting to discuss industry trends? Be upfront about your goals for reaching out.
• Demonstrate your value. Even if you‘re not explicitly asking for a job, highlight your relevant expertise and show how you could be a useful contact.
• Keep your ask reasonable. Respect the recipient‘s time by keeping your request brief and specific, such as a 20-minute phone call or coffee meeting.

Dear Mr. Gupta, I was inspired to reach out after hearing you speak on the "Future of FinTech" panel at the ICT Summit last month. As a software engineer with a passion for blockchain, I resonated with your vision for how decentralized tech will transform financial services. For the past three years I‘ve been part of the founding tech team at CryptoWallet, where I‘ve focused on building secure infrastructure for our digital asset exchange. Along the way I‘ve become fascinated by the potential applications of blockchain beyond cryptocurrency. Given your extensive experience driving innovation in the FinTech space, I would be grateful for the opportunity to learn more about your perspective on the sector and career path. Might you have 20 minutes in the coming weeks for a brief call to discuss the skills and qualities needed to succeed in this fast-evolving field? I‘ve attached my resume for reference, but please know I‘m not reaching out about a specific role at this time. I simply aim to expand my industry knowledge and make meaningful connections as I plan my next career steps. Thank you for considering my request. I‘m available at your convenience and happy to work around your schedule. Warm regards, [Your name]

Writing With Confidence and Clarity

No matter what type of business letter you‘re writing, there are some general principles that will help your message hit the mark:

Know your audience. The more you understand about your reader‘s needs, values and communication style, the better you can tailor your content and tone. Are they more data-driven or emotionally motivated? Pressed for time or open to a longer discussion? Adapt accordingly.

Lead with the main point. Don‘t make your reader guess why you‘re writing or bury your key message in the third paragraph. Open with a clear statement of purpose and put your most important information up front.

Anticipate questions and objections. As you build your case, think about potential pushback or concerns your reader might have. Address them proactively in the letter to instill confidence and save time.

Back up your claims. Whenever possible, support your points with specific examples, data, testimonials or research. Showing is more powerful than telling.

Be concise and scannable. Keep paragraphs short (2-3 sentences max) and use formatting like bullets, bolding and underlines strategically to highlight key information. Make it easy for your reader to digest your message quickly.

Use a professional but conversational tone. Business letters should convey competence and respect, but that doesn‘t mean they have to be stiff or overly formal. Use clear, direct language and aim for a tone you would use in a face-to-face meeting.

Proofread carefully. Typos and grammatical errors can undermine your credibility, no matter how compelling your content. Always run a spell check and ask a colleague or friend to review your letter before sending.

By following these principles and studying the examples in this guide, you‘ll be equipped to craft business letters that deliver results. Whether you‘re pitching your product, making a case for your candidacy or building your professional network, a well-written letter can open doors.

So the next time you need to make an important request or share a key update, seize the opportunity to stand out from the digital deluge and put your best foot forward on paper. In a world of fleeting pixels, a thoughtful business letter is a tangible investment in relationships and results that can pay dividends for years to come.