How to end a complaint letter

It is undeniable that sometimes there are so many complaints to make ourselves like being attacked. Complaints themselves become a form of an imperfection that exists, which makes people feel uncomfortable. Even though the complaint itself if addressed to someone also makes the recipient of the complaint not feel comfortable. But you don’t need to be angry or annoyed in dealing with it, just write a response to complaint letter. Most complaints will be addressed by a person or company by mail. So you don’t need to worry because you don’t face it face to face.

Not that this makes you a coward, running from people’s complaints. But that’s where you can take a break for yourself to feel cooling down. Do not be dissolved by the number of complaints posted to you.

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Whether or not we need to respond complaints

Do we really need to respond to complaints? Even though the rules are like that, you can’t even complain. Sometimes we will think like that.

But try to take it from the positive side when many complaints come. That means there are still many people who care. Apparently there are still many people who are smarter. It turns out that the expectations of people like this, etc. Some of these thoughts might help you deal with questions of yourself that tend to feel more annoyed and want to be angry.

Think that the complaint is the result of someone else’s thought of something he must have been involved in and felt discomfort. If complaints do not get a positive response then the inconvenience of one person will immediately be transmitted to many people. And there will add to your own problems as the person assigned to respond to it. Because you will have too much to respond with almost the same complaint.

So it’s better to respond to every complaint that comes with positive energy. No different from when you have to deal with people who complain directly, if you do not give a positive response then you and the person who complains will get involved in a fight because no one wants to budge.

Different if the complaint is addressed in the form of a letter, then you can find the right time to write a response to complaint letter. Confuse all your anger first so that you can think more clearly and positively. Then you write the response letter. Read Also : 12+ Amazing Resignation Letter (Sample, Template, Example) & How to Write It

How to Write Response to Complaint Letter

Writing a response to complaint letter is almost the same as writing other letters, only different in content.

You can start by inserting your date when writing a response letter. Then the recipient’s name and address. Don’t forget to give respect in the beginning of the paragraph to give a polite impression on your letter.

Then you write in the first paragraph, with the intention that you write a letter in response to your letter addressed to us on … (example of first sentence)

Then in the next paragraph you can start giving your response on the matter. Previously, thank you first because someone has used the facilities of the company that finally complained.

In the content of the response letter to complaint letter, your position must be neutral, never blame someone who complains. Give opinions that are more neutral, impartial, and not too blame.

If there really is a problem in the company that is making service to the community disrupted, just say it as is. And as a solution, you can give suggestions to try again after the date you set to give time for repairs.

Many things you can express in the letter. If there are indeed obstacles in service. But if it’s because of a human error, you better be honest if it’s a human error. And promised not to repeat it again.

Response to Complaint Letter Format

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Response to Complaint Letter Template

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Response to Complaint Letter Restaurant

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Response to Complaint Letter About Customer Service

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Convey positive things in your response to complaint letter sample. You receive responses well and respond well. About he can accept your response or can not, you see whether he submits a subsequent complaint. If after being corrected there are no more complaints, so this time you managed to handle the complaints that come.

At the end of the paragraph, don’t forget to apologize for the disturbance, you hope that there will be no more interference after the repair has been processed.

You can also provide a contact number that can be contacted when there is something else you want to ask about the problem.

Don’t be afraid to respond to every complaint that comes. Instead make the opportunity to respond well. Give examples of other people not to act rashly and carelessly, also in speaking even though it is only by letter.

After that you sign the letter and name the person in charge and the company stamp. Act like a part of a professional company.

How to end a complaint letter

Angry business letters are written by disgruntled consumers or employees seeking some type of change or financial remuneration. The bulk of an angry letter, commonly called a complaint letter, involves reviewing the facts and events leading to discontent. If the letter writer wants to truly engage the company in a constructive conversation, the letter must remain professional throughout.

Use Factual Statements

Put facts in the letter, not assumptions or opinions. State what created frustration, anger or distress. Use facts that outline the details of what occurred in a chronological order. While stating the facts, don’t impart opinions or emotions. The letter is more professional, and therefore more effective, with emotions left out as much as possible.

For example, “There is a charge on my airline bill for three checked bags. My ticket notes only one checked bag.” These statements are factual because they are provable with the documentation of the bill and ticket.

Once the facts are stated, explain why this evoked anger and frustration. Refrain from name calling, profanity and accusatory statements. For example, “You are stealing my money with these illegal charges,” only heightens the issue. Proving theft is much harder than asking a company to accept responsibility for a mistake and automatically puts the company on defense.

Clear and Concise

Business owners, managers and customer service departments don’t have time to read a novel. Even though it is important to make sure relevant facts are conveyed, keeping things clear and concise keeps the reader engaged. Think of the complaint letter as a summary of a science experiment; there is a lot of information that goes into the experiment that is succinctly summarized with a drawn conclusion at the end. A complaint letter does the same to summarize the facts and state the concluded emotional distress.

An example of how to state your anger is, “I’m sure you can appreciate the frustration my family experienced when we realized what was happening.” This approach strives for an empathetic response rather than a defensive one.

Request for Action

Few people write a letter merely to vent; action and resolution are usually the end goals. For example, an employee having a problem with derogatory comments from a co-worker most likely wants to see changes to company policy and disciplinary protocol. An example of a consumer letter might be when a hotel guest is mistakenly charged for various amenities; a quick refund is the intended result.

These desires and the request for action are clearly stated at the end of the main body just before the closing. Some letters also state desired resolutions at the beginning of the letter and then repeat them at the end. Keep action requests polite and succinct like the rest of the letter. Make the desired resolution clear so the reader understands the expectations – this doesn’t guarantee anything, but it starts the conversation.

For example, “Based on the facts noted above, please provide a full refund of all incorrect charges within the next two business days.” The reader knows what you want.

Polite Closing and Contact Information

Close the letter by thanking the reader for taking the time to review everything and understand the emotions involved. Use a standard closing such as “Thank you,” or “Regards,” followed by your printed name and contact information. Proofread the letter for spelling and grammar errors, and take an honest look at the tone to ensure it remains professional.

Note any enclosures with the letter by typing “Enclosures,” under the contact information separating the two blocks by a line space. Pertinent enclosures include receipts, correspondence, pictures or any other printed evidence to support your case.

Complaint letters can be tasteful and direct

You didn’t get the service you expected.

You spent hours drafting a grant proposal that received no funding.

You were put on hold three times.

Do any of these complaints sound familiar?

Yes, indeed, life is sometimes about not getting what you want. Life is full of disappointments, but sometimes these disappointments are so great that they warrant further scrutiny. Rather than act like a spoiled child, ranting and raving, wouldn’t it be nice to be able to write a beautifully constructed letter of complaint?

In the current age of “instant reactions,” where a hastily constructed email or a high-pitched, heat-of-the-moment telephone conversation can cause more harm than good and will often get you nowhere, a complaint letter seems to carry more weight. However, writing such a letter is seldom easy. Luckily, we’re here to help and will even provide an example complaint letter for your reference.

Organize your letter of complaint to achieve clarity

Before you sit down to actually write the complaint letter, jot down the facts of the case. These facts might include the date, time, and location of the incident, and the names of the personnel involved. Then briefly write down what went wrong and what impact (emotional, financial) it has had on you.

The layout of a complaint letter

Writing a letter of complaint is partly about getting an annoyance off your chest (think of it as therapy) and partly about seeking redress for a wrongdoing. To achieve both ends successfully, adhere to the following three-step sequence:

Step 1: Clearly state the facts of your case/causes for your complaint.

Step 2: Outline/discuss why you are so unhappy/upset.

Step 3: In some instances, it may be appropriate to set out your thoughts on a remedy/fix that would be amenable to you and/or others; in other instances, it is best to leave the solution in the hands of the perpetrator.

Keep your complaint professional

This should be a formal letter – after all, this is a serious matter, and you want it treated as such. One-inch margins are used throughout. A professional letter typically uses an easy-to-read and plain typeface (Arial or Times New Roman) in 11 or 12 point. Avoid any fancy typefaces or small point sizes, as they send the wrong message.

You should include your address in the top left (header) of the letter. The address of the company/person you are writing to—in this example, “That Awful Company”—should appear on the left. It is best if you can address your letter to a particular person within an organization. If you do not have a name, Dear Sir/Madam is acceptable in the salutation line.

Don’t forget to end your complaint letter with a closing salutation such as “Yours sincerely” or “Sincerely” and to leave sufficient space for your signature (usually three lines). Last, be sure your letter is free from grammar and spelling errors by sending it for proofreading by the professionals at Scribendi.

Complaint is a gesture or statement of disagreement or discontent. Its a kind affliction that indicates a hurt has been caused to the complainant, to business, a delay in an order, a mistake, a delay in a bill, rent payment, any financial issue or any dissatisfaction in the course of business can give rise to a complaint letter. A letter of complaint also points out an infringement, violence or disturbance of certain predefined lines for the course of business. It is a formal letter so it should be concise, authoritative, factual and constructive.

Usually a complaint letter is based on some salient features which each letter should have a situation. Now situation can be different according to the requirement of the scenario. The situation you are going through should be mentioned clearly. The complaint letter should be having details of what has happened and what made you write this letter. Do mention a problem with causes and effects. The letter should be having a solution to the problem, without this the recipient will not be able to understand what you actually want or your requirements. If you have already taken an action and still the problem persists, you can also give a reference of that.

As the complaint letter is an official document so, it should be written well in a formal way, should also be presented professionally. Complaint letter should be written on the letterhead of the company as it is an official letter, having name, address and contact number of both sender and the recipient. Tone of the letter should be polite but decisive. The letter should actually y address to the co-operation of the two parties to an agreement and their relationship. So, it should be based on a real issue and constructive problem solving strategy. End your letter in an encouraging way, to make the recipient respond positively. Avoid aggression or rude statements, sign and stamp the letter. Here is a chance for you to have a sample of a complaint letter for your convenience.

How to end a complaint letter

When you watch unboxing videos on YouTube, the most horrible products are often the most amusing. However, it’s not always fun when you are on the receiving end of a disappointing product or service. Let’s talk about when and how you should write complaint letters.

For most people, it’s rather rare to write any type of letter. Instead, they may contact the company by phone, online chat, or even social media. But the Federal Trade Commission gives three important reasons to mail complaint letters. They “[put] your complaint on record with the company, [help] preserve any legal rights you may have in the situation, and [let] the company know you’re serious about pursuing the complaint.” You can ask for proof of delivery at the post office so you will have a digital record of your letter arriving at its destination.

Now, let’s break down the components of an effective complaint letter. In essence, they are business letters so you should begin with your address and the date. The name and title of the contact person should come next if you can locate them, otherwise begin with the name of the company and its street address. Finally, after your salutation, you can begin the body of your letter.

Even though you may be angry, the tone of your letter should be respectful and constructive. After all, the person reading the letter may not be directly responsible for the problems you are having. He or she will be more likely to want to help you resolve your issues if you are courteous. Include all relevant details, but be concise.

Information You May Want to Include:

  • Store name and location
  • Your account number
  • Relevant dates, such as when you bought goods or services and when the problem began
  • Names of sellers, customer service representatives, or managers with whom you’ve addressed the issue previously
  • Serial and model numbers
  • Copies of receipts, invoices, and warranties
  • Copies of previous correspondence, such as emails, chat logs, or letters
  • Your contact information

In the body of the letter, the opening sentence should identify your specific complaint. Next, outline what actions you have already taken to resolve it and how you expect the company to address the issue. Use a simple, professional, complimentary close, such as Sincerely or Regards.

Here’s a sample letter:

555 Five Boulevard Austin, TX 73301

Mr. Bob Howard General Manager Products and More 717 Seven Street New York, NY 10012

Re: Account Number 1884434

I am writing to express my dissatisfaction with the Model X tea kettle that I bought on February 28, 2019, at your store located at 1616 Sixteen Avenue. Though the kettle looks fine, it leaks when filled with water. When I attempted to return it to the store on March 2, 2019, the employee on duty, George Burns, told me that he would not accept the item because he didn’t see any damage.

To resolve the issue, I would like you to refund the full amount that I paid ($29.86, including tax) to my Frequent Customer account. I am enclosing a copy of the original receipt.

I look forward to your reply. Please contact me at the address above or by telephone at (555) 555-5555 within the next two weeks.

The best outcome of a complaint letter is a successful resolution. In fact, once companies are aware of problems, they may improve their goods, services, or policies for other consumers too. You are most likely to achieve a positive result if you are courteous and include all the relevant details!

Complaint Letter Format: A complaint letter is a letter written to concerned authorities if we are not satisfied with the service provided by them. These letters are usually formal in nature. Sometimes when we order a product and it is received defective then we write the letter to the related person or company, complaining about the product. Hence, appropriate action will be taken by the concerned department for the complaint raised.

There could be many reasons for writing complaint letters such as for wrongdoing, grievance, offence, resentment arising out of product or service, etc. It is the right of every citizen of the country to raise the complaint for unfair things happening to them and get a productive result.

Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.

For example, if the roads in your area have potholes, then we need to write a letter to the relevant department to make it fixed. Else it could be a problem for the people who are residing in such areas to travel. It may also cause pedestrians to fall or road accidents. Therefore, it is necessary to take the desired action against it.

The public service provided by the government is for the benefit of the public. But if the people are unsatisfied by the service provided to them, then they should raise their voice by writing a letter to the government authority of that particular area.

What is the Format of Complaint Letter?

The letter of complaint format is a formal letter written to the concerned authority if you have any problems/ dispute/mistakes/misbehavior or any kind of complaint. The format to write the letter is given below:

Subject: (Mention the reason for complaint)

Body of the letter:

  • Introduction
  • Main reason to write the letter
  • Conclusion

Closing of letter (Yours sincerely/faithfully)

How To Write A Complaint Letter?

The tips to write the format of complaint letter are:

  • Write the letter in a polite manner. Though you have a complaint regarding something and you are frustrated, but if you write the letter politely then it gives a good impression to the concerned person and chances of getting a resolution are also good.
  • Always introduce yourself first at the left of the letter
  • Never forget to mention the date of writing the letter
  • The letter of receiver or recipient should be properly mentioned along with Pincode.
  • Mention the purpose of writing a letter in the subject line
  • Start the letter with a salutation or proper greeting.
  • Write the first paragraph by introducing yourself, and then writing the purpose of writing the letter. It should be very loud and clear.
  • In the second paragraph give a brief description of the complaint and what problems it is causing to you. Do not deviate from the main topic.
  • The third paragraph should include the conclusion part, where you state the resolution for your problem.
  • Close your letter by thanking the person for giving time to the letter.
  • Check the grammar and spelling mistakes if any.
  • You can highlight the important points in the letter, to grab the quick attention of the reader.
  • Present the letter in a proper format.

Samples of Complaint Letter

There could be many reasons to write a complaint letter. Let us see some of the samples based on different situations to get clarity of writing the complaint letter. Letter Of Complaint Examples are as follows:

Complaint Letter for Poor Service

How to end a complaint letter

Complaint Letter to Management

There are many management communities that handle different departments. Let us see a sample here to write a management authority.

How to end a complaint letter

Complaint Letter to Employer about Salary

How to end a complaint letter

Complaint Letter for Receiving Damaged Goods

How to end a complaint letter

FAQ’s on Complaint Letter Format

Question 1.
What is a complaint letter?

A complaint letter is a letter written to concerned authorities if we are not satisfied with the service provided by them. These letters are usually formal in nature. Sometimes when we order a product and it is received defective then we write the letter to the related person or company, complaining about the product. Hence, appropriate action will be taken by the concerned department for the complaint raised.

Question 2.
What are the reasons to write a complaint letter?

There could be many reasons for writing complaint letters such as for wrongdoing, grievance, offense, resentment arising out of product or service, etc. It is the right of every citizen of the country to raise the complaint about unfair things happening to them and get a productive result.

Question 3.
What is the format of writing a complaint letter?

Complaint letters are generally written to express an issue, lousy customer service, damaged goods or grievance. Response to these is critical as they set the tone for the rest of the correspondence. Also, the answer to complaint letters is very critical for the reputation and market value of the company as it represents the company.

The response letter needs to have a polite tone. It should first thank the receiver for the complaint. Then the reason needs to be communicated in brief. The solution to the complaint should follow this. The solution needs to be elucidated in detail. The letter should end with a note of apology for the inconvenience to the receiver. Always remember that hurting the customer means hurting the business. So communicating good news or bad news to the customer needs to be as polite as possible. Also, it is a good practice to ask for feedback through surveys or forms which will help in growing and making the business better.

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Response To Complaint Letter Writing Tips

  • The letter must be written in a formal tone.
  • The letter should explain the cause of the issue in brief.
  • Do not try to sugarcoat. Be straightforward about the issue, and the explanation of the solution needs to be mentioned in detail.
  • Empathize with the issue faced by the sender.
  • The letter needs to be ended with an apology for the inconvenience.

Response To Complaint Letter Writing Tips:

Use our free Response to Complaint Letter to help you get started.

Date: ________ (date of writing the letter)

Subject: Response to Complaint Letter

Dear ____________ (receiver’s name),

Thank you for notifying us with your problem. We understand your concern. We believe in a 24 Hr problem solving agenda. The issue has occurred due to ____________ (reason). We will ____________ (solution). We will make sure that this problem would not repeat in future.

Thank you for cooperating with us. We will ensure that the issue is solved on priority as soon as possible.

We look forward to serving you again. Have a good day.

____________ (Name and signature)

Sample Letter

Ms Ramya,
Amazon Services Pvt. Ltd.,
Bangalore, India.

Date: 12 August 2013.

14/2, Vaswani pinnacle,
Bangalore, India.

Subject: Response to Complaint Letter

Thank you for notifying us of your problem. We understand your concern. We believe in a 24 Hr problem-solving agenda. We have probed the issue you have raised regarding the defective Skullcandy earphones set you have received. The issue has occurred due to the negligence of one of our staff.

We have received quite a few defective pieces in our lot during procurement from the vendor. We comprehended it upon rigorous testing and separated the defective ones from the main lot. But one of our staff has mistakenly put in a defective piece in your shipment.

We apologize for the problem caused to you by this. We will replace the same product for you. Also, due to the inconvenience that you have faced, we will also give you a 10% cash back for this purchase.

Thank you for cooperating with us. We will ensure that the issue is solved on priority as soon as possible.

We look forward to serving you again. Have a good day.

Email Format

The following is the email format for a Response to Complaint Letter.

Subject: Response to Complaint Letter

Dear ________(recipient name),

Thank you for notifying us of your problem. We understand your concern. We believe in a 24 Hr problem-solving agenda. The issue has occurred due to ____________ (reason). We will ____________ (solution). We will make sure that this problem would not repeat in the future.

Thank you for cooperating with us. We will ensure that the issue is solved on priority as soon as possible.

We look forward to serving you again. Have a good day and keep shopping with us.

How to end a complaint letter

You’re nearly through drafting a formal letter. It’s not something you make a practice of every day—maybe it’s rare for you to go hundreds of words without an emoji—so this accomplishment will soon be cause for relief, or even celebration.

But first, there’s this pesky letter closing to hammer out. How do you find ways to end a letter, anyway?

Such correspondence typically begins with a flurry of formality: your address, the date, and the recipient’s address. The end of the beginning requires a salutation evoking a slightly more regal tip of the hat than just “Hey.”

Similarly, you need to know how to end a letter in a way that conveys gravitas, but without literally spelling out “This letter was written and sent by a functional member of society who knows how to accomplish things, including fancy letter closings.” Brevity is the better part of valor, a wise editor said.

The best letter closings have a matching tone to everything that’s come before it. If your letter is work-related, you’re probably trying to strike a balance: business-like but not overly brusque, personable but not suspiciously chummy. Here’s how to master many ways to end a letter like a professional.

Close your letter with one meaningful sentence

Whether you’re lining up a meeting, sending in a resume, or querying a potential resource, you want your letter to end in a way that makes it clear where you stand. Some examples:

  • I look forward to meeting you at the seminar on Tuesday, July 11.
  • Thanks for your consideration; please let me know if you have any questions.
  • My deadline is Friday, so I hope to get your perspective on this matter soon.
  • Your guidance has been invaluable, and I hope to work with you again soon.

You might want the person you’re contacting to immediately do something, like mark their calendar, start crafting an urgent response, or add you to the list of people they know to count on in the future. Occasionally, you may just want them to feel appreciated. Whatever that action is, make it clear in your final sentence.

How not to sign off a formal letter

Just as it was very important in sixth grade to not accidentally address your English teacher as “Mom,” it is crucial to not sign off your business letter with “love.” Or “fondly.”

Pause for a moment and imagine the recipient of your formal correspondence sitting at a mahogany desk, masterfully opening your envelope with an old-timey letter opener (who even has those anymore?) and reading in rapt attention until your ending, where you signed: “passionately.” What a delicious nightmare!

In this vein, you don’t want to be too casual when closing a letter. If you’re writing a friend, you can get away with an informal “-xo” or “ciao,” but with new work contacts, you’ll want to dial down your effusion to “warm regards,” “cheers,” or “Happy Friday.”

10 best letter closings for ending of a formal business letter

As a writer, you may revel in finding new ways to get your point across—to avoid communicating formulaically. But ending a letter is not an ideal venue for tinkering with language or otherwise reinventing the wheel. Just as such correspondence often begins with the tried-and-true salutation “Dear Person’s Name,” you should be comfortable using a variety of closing salutations. Take a look at some of the best business letter closings you will come across.

1 Yours truly

Like a navy blue jacket or a beige appliance, “yours truly” doesn’t stand out, and that’s good. The message here is “I think we can safely agree how I sign off isn’t the part of this letter that matters.”

2 Sincerely

Another sturdy option: literally, “I mean it.” Again, the purpose of these sign-offs is to unobtrusively get out of the way, and “sincerely” does the job.

3 Thanks again

If you’ve already said “thanks” once, why not say it again? Just be careful not to step on your closing sentence, if that also pertains to gratitude: you don’t want to botch the finale with an unwieldy “thanks again again.”

4 Appreciatively

This one can help you avoid overusing the word “thanks.” It also sounds less clunky than “gratefully.”

5 Respectfully

This one is tinged with deference, so make sure it suits the occasion. For instance, if you’re writing your landlord to enumerate a series of egregious failures and abuses and your closing sentence is “Unfortunately, if these deficiencies are not soon remedied, my next step may be legal action,” then ending with “respectfully” is awkward.

6 Faithfully

If “respectfully” is a little deferential, this one is a cut above. Again, make sure it’s right for the occasion. If you picture someone reading it and cringing, you have other options.

Like “sincerely” and “best,” this one is dependable and restrained, but it comes with a variety of optional accessories. Consider tricking it out with a gentle adjective, like so:

7 Best regards

If you’re concerned that “regards” alone may seem too stiff or pointedly neutral, go ahead and attach “best”—it’s like adding a polite smile.

8 Warm regards

“Warm regards” is one of a few sign-offs you can experiment with involving warmth. While a word like “warmly” assumes too much intimacy for initial correspondence, this route may prove handy once you’re more acquainted: warm wishes.

9 Kind regards

A final variation on the theme of “regards,” this classy number strikes a balance between formality and closeness. If you don’t want to be too friendly but are worried about seeming stuffy or standoffish, “kind regards” is a solid bet.

Some see “best” as flippant and hurried. Best what, anyway? Best wishes? Still, others argue it’s your best default option. Judge for yourself.

Once you’re in the habit of sending and receiving important emails and know how to end a business letter, you’ll develop an instinct for when such letter sign offs make sense and when they’re gauche.