Complaint Letter Format Samples

Complaint Letter Format Samples Complaint Letter Format Samples | Easy to Follow Guide5 min read Read ­ing Time: 4 min ­utesEach office has a dif ­fer ­ent work envi ­ron ­ment â€" be it the sur ­round ­ings, the poli ­cies or the peo ­ple. That being said, it is pos ­si ­ble to meet the same kind of prob ­lem ­at ­ic peo ­ple no mat ­ter where you go. How ­ev ­er, there is a way to make things work. Every HR depart ­ment has a pro ­ce ­dure to file a com ­plaint let ­ter. The process is fair ­ly straight ­for ­ward but there is only one prob ­lem â€" you don’t know how to go about writ ­ing a com ­plaint let ­ter for ­mat. So here is a guide to help you write a pro ­fes ­sion ­al com ­plaint let ­ter: Also, find similar blogs with must-know tips, easy steps, sample phrases, and sentences. Best Apol ­o ­gy Let ­ter For ­mat, Tips Sam ­ples | Write a Per ­fect Apol ­o ­gy Good ­bye Email for Col ­leagues | Bid Adieu Per ­fect ­ly Expe ­ri ­ence Let ­ter For ­mat, Sam ­ple Com ­po ­nents Job Appli ­ca ­tion Let ­ter â€" 4 Min Read for Per ­fect Appli ­ca ­tion Let ­ter Sick Leave Appli ­ca ­tion Let ­ter: For ­mat Sam ­ples Res ­ig ­na ­tion Let ­ter For ­mat Sam ­ples | Sim ­ple Tips to Quit on a good note How to Write a Complaint Letter: First of all, keep in mind that not all com ­plaint let ­ters are about co-work ­ers. In cus ­tomer ser ­vice, let ­ters of com ­plaint are received fre ­quent ­ly from clients and cus ­tomers. It could be about the qual ­i ­ty of prod ­uct or ser ­vice, late deliv ­ery, poor ser ­vice, etc. We must see what all needs to assured ­ly be there in that com ­plaint let ­ter. The major aspects of any com ­plaint let ­ter are: ·Receiver The let ­ter must always be addressed to a spe ­cif ­ic per ­son there ­fore take the effort to find out who it is that the let ­ters are addressed to. Even more, know not only the post of the per ­son you are writ ­ing to but the name as well. Address ­ing the per ­son allows it to not be ignored or be read by the wrong per ­son. ·Clarity The let ­ter you write must be clear, con ­cise and not be ambigu ­ous in any man ­ner or fash ­ion because it allows the com ­plaint not only to be tak ­en seri ­ous ­ly but also to be under ­stood and act ­ed upon in the man ­ner intend ­ed. ·Expectations A com ­plaint let ­ter must clear ­ly lay out what you wish to be addressed and what actions you want to be tak ­en. Whether or not they are and whether or not a dif ­fer ­ent solu ­tion is found is not up to you but you must list your expec ­ta ­tions clear ­ly. ·Objectivity Do not write an angry, threat ­en ­ing or sar ­cas ­tic let ­ter as it puts the per ­son read ­ing it in a defen ­sive state even though they are not at fault. This also shows that your com ­plaint may be blind ­ed by extreme emo ­tions. Write your let ­ter objec ­tive ­ly to allow the per ­son it is addressed to, to help you. ·Proof Your com ­plaint must be backed with rel ­e ­vant evi ­dence. It is thus impor ­tant that you attach the doc ­u ­men ­ta ­tion, receipts, and oth ­er proof with your com ­plaint let ­ter. This makes it eas ­i ­er for inves ­ti ­gat ­ing per ­sons to col ­lab ­o ­rate with your claims and makes the process short ­er for all involved. ·Names The com ­plaint let ­ter must name not only you along with your con ­tact infor ­ma ­tion but also name any rel ­e ­vant accounts involved, any wit ­ness ­es and the respond ­ing par ­ties. A com ­plaint let ­ter made anony ­mous ­ly or against unknown or unver ­i ­fi ­able accounts/ peo ­ple tends to be extreme ­ly dif ­fi ­cult to prove and thus act on. ·Mailing Always send your com ­plaint let ­ter through the offi ­cial chan ­nel of a cer ­ti ­fied mail and ensure that you take a return receipt. This allows you to prove that your let ­ter was received and by whom. Now that we know what all comes in a com ­plaint let ­ter, let us see the for ­mat of a com ­plaint let ­ter. It is very sim ­i ­lar to any oth ­er for ­mal let ­ter writ ­ten but does have unique aspects too. Click here tofind the most promis ­ing jobs in the indus ­try. Complaint Letter Format: Employer’s name Employer’s address includ ­ing city, zip, state Date in a stan ­dard for ­mat Addressee name Com ­pa ­ny name Com ­pa ­ny address includ ­ing city, zip, state Sub ­ject: Salu ­ta ­tion (Dear Name) In the first para ­graph, list your details as well as the details of the per ­son the com ­plaint is about. Fol ­lowed by the sec ­ond para ­graph, that lists the rea ­son for esca ­la ­tion and trust in the per ­son to take action. Final ­ly, in the third para ­graph, add con ­tact details and details of all doc ­u ­men ­ta ­tion attached Sig ­na ­ture and salu ­ta ­tion Here’s Sample of a Complaint Letter: [Your Name] Team leader, XYZ team FES Com ­pa ­ny, [Com ­pa ­ny Address] [Date] Subject: Complaint against a supervisor Dear WXYZ, I, [your name], Team leader at plant FDS is writ ­ing this let ­ter to apprise you of the sit ­u ­a ­tion that has been on-going for the past 3 months with respect to the abuse my team and I have been sub ­ject ­ed to by the super ­vi ­sor Mr. PKH. As the super ­vi ­sor to the whole team and being in a posi ­tion of author ­i ­ty he has been mis ­us ­ing his posi ­tion to make work dif ­fi ­cult for my team and I. Any effort to under ­stand the same with him or dis ­cuss it ver ­bal ­ly or on email is met with abuse and angry state ­ments fol ­lowed by threats. Hav ­ing tried repeat ­ed ­ly to address the same with him, and with the lat ­est abuse lead ­ing to a team ­mate of mine putting in his papers, I felt it was need ­ed that the same be esca ­lat ­ed to your lev ­el in order for this to be dealt with. Fur ­ther ­more, con ­tin ­ued behav ­ior as thus from him is like ­ly to result in even more res ­ig ­na ­tions and a drop in the pro ­duc ­tiv ­i ­ty of this team. My team and I trust that this mat ­ter can be solved by you for the best of all con ­cerned par ­ties and the com ­pa ­ny. You can also con ­tact me at [con ­tact num ­ber] for any fur ­ther inputs on the same or clar ­i ­fi ­ca ­tions. Also please find attached with this let ­ter the emails from Mr. PKH which proves his abu ­sive as well as abra ­sive lan ­guage. Also attached are the writ ­ten and signed tes ­ti ­mo ­ni ­als of all my team mem ­bers of the ver ­bal abuse suf ­fered by them along with the date and occa ­sion of the same. Respect ­ful ­ly yours, [Name] Final ­ly, we hope you can resolve your prob ­lems with ­out the need for a com ­plaint let ­ter for ­mat and an insti ­ga ­tion if it does come to that, remem ­ber to fol ­low up on the let ­ter. Under ­stand that the author ­i ­ties are neu ­tral third par ­ties and thus will not believe your word with ­out an inves ­ti ­ga ­tion so do not wor ­ry if one is being held. Search All Cur ­rent Upcom ­ingJobs. Click here tofind over 4Lakh+Job Post ­ings in India. complaint letter formathow to write a complaint lettersample of a complaint letter