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If you are being offended at work, don’t choose violence. Rather, follow these professional complaint letter email templates.
From CareerBuddy, choose peace by learning,
How to Write a Complaint Letter.
Step 1: Explain what you’re complaining about
Again, you want to be as straightforward as possible in this step because only some have time to go through the details of a super long letter.
Step 2: Share any prior steps you’ve taken
After explaining the reason for your complaint, briefly explain what steps you took to rectify the situation and how it still didn’t resolve the problem.
Step 3: Get your receipts
This may include receipts, warranties, cheques, pictures, and videos, if there are any.
Step 4: When and How do you want the problem resolved?
Describe the action you would want to see taken in response to your complaint. Would you rather have a discount, a refund, a repair, compensation, or a replacement, for instance? Mention this, and sign off.
Lets get practical!
4 email complaint letter samples you can use for different scenarios
These samples are highlighted from Formplus and Sampleposts.
Sample 1 For Bad Product
Say your company have used a product, and you suspect it did you a disservice and you seek redress.
Peter Burke
5 Allen Avenue,
Maryland, CA 34555
October 7, 2019
Keri Hilson
Manager
Mansard Manufacturing
14 Bing Street.
Maryland, CA 34555
Re: Purchase of spoiled goods
Dear Miss Hilson:
This letter is to bring to your notice the purchase of spoiled goods on October 5, 2019.
At the point of purchase, I was assured the goods would be fresh upon arrival. Instead, they were delivered spoiled. I have attached a photo as well as the delivery receipt.
I would love for you to look into this matter and refund my purchase or send another supply.
Thank you for attending to the above matter. Do feel free to contact me anytime: 555-6868; peterburke@hotmail.com.
Sincerely,
Peter Burke
Enclosures: Photo and receipt
Sample 2 for Harassment
No one is required to tolerate harassment in the workplace, and if it happens, a complaint letter to a supervisor or human resources person will be in order.
Name of Victim
Address of Victim
Phone Number of Victim
Name of Recipient
Designation of Recipient
Name of Organization
Address of Organization
DATE
Dear Name of Recipient:
I write this letter to inform you about the inappropriate groping and sexual advances I’veI’ve suffered at the hands of the Name of the Harasser. I hold the position of POSITION in the company and have been employed for five years, and my work ethic has never been called into question.
The harassment began on DATE when I was first transferred to this department, and he/she said she/he was attracted to me. Unfortunately, it has continued almost every day since.
On DATE, she/he sent me an email that said I should meet up with her/him after work.
On DATE she/he sent a voicemail that said she/he would love to make sweet love to me in the bathroom stall.
After the second incident, I reported to my immediate supervisor about the situation, but the Name of Harasser has not stopped. While most of the advances have been verbal, I have the recordings of two voicemails and one email from the Name of the Harasser. I also have two witnesses, Name of Witness one and Name of Witness two, who have witnessed the harassment.
I want to bring to your notice that I am undergoing emotional trauma and embarrassment at work. In addition, the harassment is affecting my relationship with my spouse and my work performance.
Please take up the matter and take any necessary action.
Yours Sincerely,
Signature of Victim
Name of Victim
Sample 3 to HR
Is your boss threatening your job if you don’t see things his way? Is a coworker sabotaging you or worse? Write to HR.
Dear [HR],
My name is [name], and I have been working as [a secretary] for the past [3 years]. I am proud and happy to do my bit by assisting my senior colleague. But, sadly, this wonderful experience is being ruined by a single employee: [employee name].
I’ve explored all other options before writing this letter, and I find myself forced to resort to the human resources department for a resolution.
His/Her] continuous misbehavior and lack of conduct are just too much to cope with. It’s affecting my performance and hindering me from doing my work. [Give examples here. What, when, and where it happened? Support your case with numbers, dates and facts.]
I would like your immediate intervention to solve this problem and establish a professional, friendly, and productive environment for all of us.
Thank you very much for your understanding.
Best Regards
Sample 4 to Management
In situations where your boss dislikes you.
Date…
Manager Operations,
Company/Institute name…
Address/Branch Address…
Sub: Complaint Letter Against Manager
Dear sir,
I hope this letter finds you well. Sir, I have worked in your company’s research department (Department name) for 2/4/6 (More/less) years. The subject of my letter is a complaint about our department manager. (Describe your problems and situation).
I write on behalf of the entire department. We face several challenges as his behaviour towards us is very rude and uncouth. However, we can concentrate on doing our work with his presence. He treats us like animals, in his opinion, are worthless. Kindly change our manager or at least give him a stern warning. The staff of the department will be very grateful if this is done.
Sincerely Yours,
Your name…
Job Designation…
Department Name…
The goal of a complaint letter in business is to obtain replacement and correction rather than to only point out errors. This approach to workplace resolution is most productive for all parties.
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