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Letter of complaint

The letter of complaint is a formal letter that does exactly what it implies, it complains about an issue that someone is having with an institution, person or product. Since it is formal, it clearly states facts about the issue because the complainant is invested in the problem solver having a crystal clear understanding of the problem because they want a resolution in their favour. Therefore, the explanation of the issue should cover what, where, when, how, who and, where possible, why. Contact information is also relevant, along with a serious tone, because you have a serious issue that needs to be addressed. Please be polite because you do not want to alienate the person that might solve your problem.
 Checklist for Letter of Complaint
  1. Purpose & Clarity - State the purpose of your letter clearly, in the opening sentence, no ambiguity.
  2. Details of the problem - State date(s), time(s), location of the incident or problem, names of individuals involved, and reference to any documentation that might help your case.
  3. Impact statement - Explain how the issue affected you, or others, financially, psychologically or any safety issues that occurred. 
  4. Desired Outcome - Clearly state what you want to happen next; refund, replacement, apology, investigation or policy review. Ensure that you are specific and reasonable.
  5. Timeline for response - Politely request a response within a reasonable timeframe.
  6. Contact information - Provide the following; your full name, address, phone number and / email address, where appropriate.
  7. Tone & Professionalism - Keep your tone firm but professional, use a formal format and correct grammar, and avoid insults, threats or emotional language.
  8. Closing - Thank the recipient for their attention, sign the letter and use a formal closing, for example, sincerely or respectfully.
Format: Letter of Complaint
Example: Letter of Complaint
​Contributor: Leisa Samuels-Thomas

​Reference:
https://gallaudet.edu/student-success/tutorial-center/english-center/writing/how-to-write-letters/how-to-write-complaints/ ​