Complaint letter is a type of letter which is written when something wrong or bothersome is required to be brought to people’s attention. Therefore, it is very important to follow a set of guidelines to make sure that this letter points out the issue or problem at hand without sounding whiny and childish. The letters that this write-up talks about are not specific to any domain or industry; these can be written by people, institutions and even organizations. Be it a newspaper article that has hurt your feelings or a Government plan that you don’t approve of or even an event that you don’t think is being conducted in the right manner, complaint letters can cover a plethora of issues. Not only that, such letters can be both closed and open; while a closed letter is available only to the addressee, an open letter is addressed to one person but is presented via such a medium that is open for all. Common examples of open letters can be found on internet blogs and newspaper editorials etc. These are often addressed to people in power like the president or prime-minister etc. Irrespective of the addressee, however, such letters have an etiquette that must be known and followed by all. The following section sheds some light on how to write a complaint letter.
Tips On Writing A Complaint Letter
Preparations Preceding A Complaint Letter
Mr. Rajesh Narula
XYZ Company Limited, New Delhi
Email ID: [email protected]
Mr. Akash Mehra
XYZ Company Limited, New Delhi
8th November, 2011
Subject: Poor Facilities
Dear Mr. Mehra,
This is to inform you about the inconvenience faced by the employees because of poor working conditions. Our repeated verbal complaints about the inadequate air conditioning units in our Department have yielded no results. I am sure you can understand how this can affect the work productivity of the team.
I request you to kindly look into the problem immediately and take suitable action.
International University of Information Security Management,
United States of America.
Subject: Complaint regarding non-availability of pilot journals in the library
I am a research scholar of the Information Security Management faculty in your university. It has been four months since the commencement of the course and till now we have none of the pilot research journals available in our international library. It was notified at the beginning of the course that some of the pilot journals may not be available due to some renovation work going on at the library journal section. But most of them were supposed to be replaced by their recent issues.
However, till date, there has been no such replenishment of the library stock and the management journal section still lacks the basic amenities required for the successful completion of our course. All our requests to the library in-charge have been in vain so far. It would be great if you could look into the matter and consider our appeal as early as possible.
Above mentioned were examples of two closed letters i.e. letters meant only for the recipient’s eyes. However, there are instances when a newspaper or a weekly carries an article that hurts our religious sentiments or other beliefs. In such a case, you can address the letter to the editor-in-chief of the journal/newspaper in question and state your issue clearly. You can follow this up with explaining how and why you feel let down. The same format can be followed against certain Government policies that you do not approve of. You can address the letter to the president, prime-minister,cChief minister, governor or even the senator of your constituency, depending upon the issue and the legislative hierarchy of your country. All such letters can be signed off as written by “A concerned citizen”, if you want them to be anonymous. However, if you have no such qualms, then you can provide all the details you require. These were the basic guidelines for writing complaint letters. Hope they helped.