Complaint Letter

A Complaint Letter is one that people send to voice a grievance against a company’s service or product.

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Everyone has experienced a disappointing product or service. What can you do about it?

If customer service is no help, you can always compose a Complaint Letter and send it to the company of concern.

What Is a Complaint Letter?

A Complaint Letter is a relatively common way to express dissatisfaction about a service or product. Perhaps you're not happy with a product, or an attendant mistreats you. You can address any consumer complaints of this sort and more in a Complaint Letter.

This letter allows the sender to express a grievance in detail as experienced by them. The Complaint Letter would also create a paper trail that the more severe businesses are unlikely to ignore.

Other Names for Complaint Letter

Depending on your state, a Complaint Letter may also be known as:

  • A Letter of Complaint
  • Consumer Complaint Letter
  • Bad Service Complaint Letter
  • Letter of Complaint and Adjustment

Who Needs a Complaint Letter?

A Complaint Letter can be written by anyone who has a grievance with a company. There are many reasons for sending an official complaint, among which are:

  • Wrong or incomplete shipment delivery
  • Incorrect invoice
  • Erroneous payment reminders
  • Unsatisfactory service
  • Abnormal delays
  • Staff misdemeanor
  • Dead on arrival

Why Use 360 Legal Forms for Your Complaint Letter?

Customized for you, by you

Create your own documents by answering our easy-to-understand questionnaires to get exactly what you need out of your Complaint Letter.

Specific to Your Jurisdiction

Laws vary by location. Each document on 360 Legal Forms is customized for your state.

Fast and easy

All you have to do is fill out a simple questionnaire, print, and sign. No printer? No worries. You and other parties can even sign online.

How to Create a Complaint Letter with 360 Legal Forms?

A Complaint Letter should be free of personal attacks and irrelevant details. To keep you on track, it can be helpful to rely on a proven template.

Let 360 Legal Forms help with our extensive library of attorney-vetted legal forms. The process is fast and easy. All you have to do is fill out our easy-to-understand questionnaire. Once complete, simply download your form as a PDF or Word document from your secure online account.

What Information Will I Need to Create My Complaint Letter?

To create your document, please provide:

  • Sender Information: The legal name and contact information of the sender.
  • Recipient Information: The legal name and contact information of the business or authorized representative.
  • Date: The date of the letter.
  • Type of Complaint: Specify the type of complaint.
  • Description: Describe the nature of the complaint, the details, everything else supportive of the complaint.
  • Proposed Remedy: Describe the preferred action to satisfy the sender.
  • Additional Documentation: Enclose any supporting documents for the complaint.
  • Consequences of Inaction: Describe the next course of action on the part of the sender in the event of the recipient's non-response or inaction.
  • Signature: The sender should sign the letter.

Complaint Letter Terms

  • Reimbursement: In the context of a Complaint Letter, this is the reimbursement for the cost of the dissatisfactory service/product involved in the complaint.
  • Warranty: A manufacturer's statement of guarantee, usually against defects.
  • Purveyor: A seller of goods.
  • Grievance: A cause for complaint.
  • Adjustment: An accommodation.

Complaint Letter Signing Requirement

A Complaint Letter only requires the signature of the sender. The recipient doesn't have to sign the letter, and there is no need to notarize the letter either.

What to Do with Your Complaint Letter?

After you have generated your Complaint Letter on 360 Legal Forms, printed, and signed it, the next step is to forward the letter to the rightful recipient. If you are unsure as to where to send it, contact customer service and ask for directions.

Frequently Asked Questions

It is probably best to avoid writing a Complaint Letter in the heat of the moment of dissatisfaction. Choose the right moment and calmly explain the problem that you are having. Introduce yourself properly and refrain from ad hominem attacks. The more details regarding your grievance that you can provide, the more likely you are to have a positive outcome. The presentation is very important, which only means that you should review and proofread it with care before sending, with particular attention paid to your contact details if you are to expect a response.

A demand letter is used to demand the purveyor to fulfill an obligation. Whereas a Complaint Letter is used in cases where a product or service is defective or dissatisfactory, a demand letter is best if your goal is to demand in no uncertain term for the other party to fulfill its legal obligation. Like a Complaint Letter, sending a demand letter could be a prerequisite to pursuing legal action.

An apology letter is a written apology. While anyone can write an apology letter to anyone, in the normal conduct of business, it is often used between two companies or organizations as an expression of regret over an action or inaction. A written apology is often required to create an official trail of the admittance of wrongdoing prior to the resumption of a working relationship.

Without a Complaint Letter, the worst outcome that you can expect is an absence of remedy to what is troubling you. Sometimes, complaining in person or over the phone is enough to get the desired outcome, but other times you may have to compose a proper Complaint Letter.

The Complaint Letter can be very effective, especially if it is well-written and detail-oriented. It is also important to note that the complaint should be grounded in objective reasoning for maximum effect. Subjective complaints are less likely to be taken seriously. In contrast, supplying accurate information that cannot be easily disputed would strengthen one’s Complaint Letter.

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Applicable to all 50 states
Applicable to all 50 states

Our documents are vetted by lawyers and are applicable to all 50 states.