How do you write a complaint letter?

Answer 1

Write the details exactly as they occurred in a firm, but non-angry manner, telling exactly what happened, in the order the event(s) occurred. Be sure to give the date, time, and location of the incident. If there was another person involved (for example, a sales clerk), then include their name, too, if you have it.

Keep the letter to the point, don't include any personal insults, and tell your side of what happened. Address the letter to the supervisor or manager of the business or facility, and on the bottom left hand corner of the envelope write, "Personal and Confidential".

Send the letter by certified mail, return receipt requested, so you will know the intended recipient got the letter, and so you will have proof that you wrote and mailed the letter, and be sure to keep a copy of the letter. If you don't know the name of the supervisor or person that you need to send the letter to, you can call that business or facility and ask for their name. You do not have to tell why you want that person's name, and you will not have to give your name, either. But in the letter of complaint, be sure to put your name, address, email and phone number so they can contact you after they receive your letter, since most businesses usually do respond to letters of complaint in some way.