Writing: Formal Letter 1 (Complaint)

February 1, 2017


Preparing to write

Before you begin your draft, gather all the information you will need to include in your complaint letter. This information may include the time, date, and location that you purchased the goods or services, reference or invoice numbers, and records of previous communication with the company. To support your complaint, you may need to enclose copies of documents such as receipts with your letter.


What to include in a complaint letter

When writing a complaint letter you should:
  • Describe your problem and the outcome you want.
  • Include key dates, such as when you purchased the goods or services and when the problem occurred.
  • Identify what action you’ve already taken to fix the problem and what you will do if you and the seller cannot resolve the problema.
  • Ask for a response within a reasonable time.
  • Attach a copy of any supporting relevant documentation such as a receipt or invoice.

Important: Be polite!

The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. Try also to be concise, Authoritative and constructive.

Useful expressions

I am writing to inform you that...
I look forward to hearing from you shortly.
I have attached / I enclose a copy...
I would like to have this problem fixed quickly.

COMPLAINT LETTER TEMPLATE

[Date]

[Your name]

[Your address]

Dear Sir/Madam [you can also insert a name],

State that you have a problem with goods or services bought from the business at a particular location and date and that you want the problem fixed.

Explain the key details of the problem including when you discovered it and any other steps you’ve already taken to get it fixed, such as a telephone call or a visit to the store.

State that you have enclosed copies of relevant documents, such as a receipt or invoice.

State the steps you want the business to take to fix the problem.

State that you expect to hear from the business with a solution within a reasonable time.

Yours sincerely/faithfully,

[Your name]

Sources:

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