Formal Complaint Letter Sample Against A Person: Free & Effective

In this article, I’ll guide you through the steps to write an impactful formal complaint letter, share a template to get you started, and offer personal tips from my experiences.

Key Takeaways

  • Understand the Purpose: A formal complaint letter should clearly state the problem, its impact, and the desired resolution.
  • Stay Professional: Maintain a respectful and factual tone throughout the letter.
  • Provide Evidence: Include any relevant details and evidence to support your complaint.
  • Follow a Structure: Use a standard letter format with a clear beginning, middle, and end.
  • Request Action: Clearly state the outcome you expect from the complaint.
  • Keep Records: Always keep a copy of the letter and any related communications.

Step-by-Step Guide to Writing a Formal Complaint Letter

Step 1: Start with Your Contact Information





Begin your letter by writing your name, address, phone number, and email address at the top. This should be followed by the date and the contact information of the person you are writing to.

Step 2: Use a Professional Salutation

Start your letter with a professional greeting like “Dear [Name]” or “To Whom It May Concern” if you do not know the name of the person.

Step 3: Clearly State the Purpose of Your Letter

In the first paragraph, introduce yourself and clearly state the purpose of your letter. Mention that you are writing to lodge a formal complaint and specify against whom.

Step 4: Describe the Issue

Provide a detailed account of the issue you are facing. Mention specific dates, locations, and any other relevant details. Keep your description factual and devoid of emotional language.

Step 5: Include Any Evidence


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If you have any evidence to support your complaint, mention it in the letter. This could include emails, receipts, photographs, or any other documents that corroborate your claim.

Step 6: Explain the Impact

Describe how the issue has affected you or your work. This helps the recipient understand the seriousness of the situation.

Step 7: State Your Desired Outcome

Clearly articulate what action you expect to be taken in response to your complaint. Be specific about the resolution you are seeking.

Step 8: Conclude Politely

End your letter by thanking the recipient for their attention to the matter. Express your hope for a swift resolution.

Step 9: Sign Off Professionally

Close your letter with a professional sign-off such as “Sincerely” or “Regards,” followed by your signature and printed name.

Template for a Formal Complaint Letter

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Recipient’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to formally complain about [briefly state the issue] that has occurred on [specific date/time/location]. Despite my efforts to resolve the matter informally, the issue has persisted, prompting this formal complaint.

On [specific date], [describe the incident or problem with as much detail as possible, including names, positions, and any relevant details]. This situation has [describe the impact or harm caused by the incident].

I have attached/enclosed [mention any documents or evidence you are including, such as emails, photos, or records] to support my complaint.

I kindly request that [state the specific action you want to be taken or the resolution you are seeking] to address this issue. I believe this action will help in rectifying the situation and preventing similar issues in the future.

Thank you for your attention to this matter. I look forward to your prompt response and a resolution to my complaint. Please contact me at [your phone number] or [your email address] should you need further information or to discuss this matter further.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Printed Name]

Personal Tips from Experience

  • Keep it Concise: While it’s important to provide enough detail, avoid unnecessary length.
  • Follow Up: If you don’t receive a response within a reasonable timeframe, don’t hesitate to follow up.
  • Remain Calm and Respectful: Even if you’re frustrated, maintaining professionalism in your letter can make a significant difference in how your complaint is received and addressed.

Real-Life Example

In one instance, I wrote a complaint against a co-worker who consistently undermined my efforts on team projects. 

By outlining specific events and their impacts on our work, I facilitated a constructive dialogue that eventually led to improved team dynamics.

Engage with Me

Have you ever written a formal complaint letter? What was the outcome? Share your experiences or ask questions in the comments below. Your insights can help others navigate their challenging situations more effectively.

Frequently Asked Questions (FAQs)

A middle-aged Hispanic woman in business casual attire

Q: What is a formal complaint letter against a person? 

A: A formal complaint letter against a person is a written document that outlines a grievance against a particular individual for their actions or behavior. It is used to bring attention to the issue, seek resolution, and often serves as a formal record of the complaint.

Q: When should I write a formal complaint letter against a person? 

A: You should write a formal complaint letter against a person when you have exhausted all other means of resolving the issue and the situation is serious enough to warrant formal action. Examples of situations that may require a formal complaint letter include harassment, discrimination, or bullying.

Q: What should I include in a formal complaint letter against a person? 

A: A formal complaint letter against a person should include a detailed description of the incident or incidents that led to the complaint, including dates, times, and locations. 

You should also provide any relevant evidence, such as witness statements, photographs, or documents. Be sure to clearly state your desired outcome or resolution and include your contact information.

Q: How should I format a formal complaint letter against a person? 

A: A formal complaint letter against a person should follow a standard business letter format. Begin with a heading that includes your name, address, and the date. Address the recipient by name and include their address. 

The body of the letter should be concise and focused, and the tone should be professional and assertive. End with a closing and your signature.

Q: What is the best way to deliver a formal complaint letter against a person? 

A: The best way to deliver a formal complaint letter against a person will depend on the situation. If the complaint is against someone in your workplace, you may need to follow your company’s procedures for filing a complaint. 

If the complaint is against someone in a position of authority, you may need to seek assistance from a third party, such as a human resources representative or a lawyer. Regardless of the situation, it is important to keep a copy of the letter for your records

1 thought on “Formal Complaint Letter Sample Against A Person: Free & Effective”

  1. Thank you for the post; it was exceptionally clear and helpful, making the daunting task of writing a formal complaint much more manageable.

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