How to Write a Formal Complaint Letter with Example Format

Facing a problem for service or product sometimes makes us so frustrating and in difficult situation. Then, you decide to resolve your problem. You may try to call or send an e-mail to the representative manager to discuss and resolve the problem but it does not work. Of course sending them a formal complaint letter is one of the best ways. You can write a complaint letter since you cannot discuss the problem clearly by phone or an email.

Do you know why sending a formal complaint letter is important? Writing a complaint letter means you let the company know that you are serious to pursue about your complaint. Usually, the letter contains with records or even any legal rights you should get in that situation. It is not complicated. You just to need what really happen in that time. Well, there are tips to write your formal complaint letter:
  • Write your complaint letter clearly and concise or brief. You can explain it chronologically when it is about service such as in hotel or restaurant. Mention where, when, and who. For example when you have bad service in restaurant then you can mention the name of the waiter.
  • You should state how long you are willing to wait for the response and what you want done.
  • Indeed, it is a complaint letter but you cannot write it angrily or being sarcastic, or even threatening letter. Sometimes, you should think that the person you are addressed is not someone who responsible in your complaint but they can help you resolve the problem.
  • Well, when your problem is engaging several proofs such as document like receipts, work orders, or even warranties, you can make a copy of them and enclose it with the letter. If it is about transactions, then you can print the email or message of the conversation and keep the original with you.
  • Do not forget to give your full name and contact information. You should give complete contact information then the company will easily contact you.
We never want to have bad experience especially when it is about the service, product, or anything. But, when it happens one day, you need to know how to resolve the problem especially when it bother and damage your health or financial. It is not about you at all but also for the company to increase their service to the customer. Overall, let see this complaint letter for bad services in restaurant:
Denny Cone
12 North Avenue, NY.
California
The Manager,
Six Hears Restaurant
P.O. Box 00911 NY
California
Dear Sir,
Owing to the very poor service that I received on the 1st August at your restaurant, Six Hears, I wish complaints. I was unhappy with the staff’s attitude and also the quality of food.
Firstly, the staff portrayed a large amount of incompetence and a bad attitude towards customers. No one attended to me for about the minutes, and when the waiter finally showed up, he showed a severe a lack of interest. He had to take my order three times, but even so, he still brought me the wrong food!
Secondly, the service was very slow. It took nearly an hour for my food to be fully prepared. What made matters worse was that after waiting for so long, the waiter brought the wrong food and he had to take it back.
Thirdly, the food itself was of very poor quality. It was quite cold and tasteless. Immediately I reached home, I suffered from very bad diarrhea which lasted for two days.
All these things considered, I feel I need to be compensated. In addition, I demand that you improve the service being offered is hazardous to the health of your customers. If you do not either of these, I will report it to the authorities myself.
Please contact me at the address above or the following email address: I would love to hear from you as soon as possible.
Yours Faithfully,


Denny Cone

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