3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

Search
JEE
Login Join for Free
Karnataka CET
SEARCH
CACA Foundation
Foundation Syllabus
Exam June CA Foundation
2023 » CA Foundation Study MaterialsQuestion
Karnataka 2023 Papers
PSC» Business CA» Foundation
Correspondence Complaint Letter:Books
How to Write aVideo Lectures
Professional Business CA
Correspondence
Kerala PSC
Trending Topics
MHT CET
MPPSC Nature of Employment

NDA Fixed Capital and Working

Capital
NEET PG
Demographic
NEET UG
Complaint Letter: HowNTA
to UGC
Write a Professional Environment

Chapter wise Free MCQ

Business Correspondence
Railway Exam test Series

SSC
Looking for the right way to file a complaint for bad customer service? Get all the
TS EAMCET
possible ways to write a complaint letter here and find a solution to avail of the best
UPSC
services in the future!
WBPSC
CA-Foundation CFA
Table of Content

Introduction
What Is A Complaint Letter?
Related links
What Is A Complaint Letter In Business Correspondence?
CA Intermediate

Subscription

Introduction CA Intermediate Free Trial

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 1/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

If you’ve ever had a bad customer service experience, you know how CA Intermediate AIMT

Demo Lectures for Yoddha

important it is to write a complaint letter. A well-written complaint
Warm-up Batch
letter can help resolve the issue and get you the compensation you
CA Intermediate Store
deserve. In this blog post, we will discuss how to write a professional
CA Foundation Study
complaint letter. We’ll provide tips on what to include in your letter and Materials

how to address the complaint. Let’s get started! CA Intermediate Batches

What Is A Complaint Letter?

A complaint letter is a formal complaint about any unsatisfactory
product, service or situation. Complaint letters are also called claim
letters, adjustment letters, complaint and adjustment letters, complaint
and claim letters.

A complaint letter is written by a customer to an individual or

organization in response to a problem or complaint that has arisen.
The purpose of the letter is to state the grievance, request action to be Subscribe Now

taken to resolve the situation and keep records of the complaint about
.
future reference.

What Is A Complaint Letter In Business

Correspondence?
In Business Correspondence, a complaint letter is a formal way of
bringing attention to a problem or issue that you have with a product,
https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 2/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

service, company, or individual. It is important to write a complaint

letter in a professional and polite manner, as this will help ensure that
your issue is taken seriously.

Types Of Complaint Letter

There are three types of complaint letters: formal, informal and email.

A formal complaint letter is the most common type of complaint letter.

It follows a specific format and includes certain elements, such as the
date, your contact information, the recipient’s contact information and
a description of the issue.
An informal complaint letter is less formal than a complaint letter but
still gives the writer an opportunity to express his or her complaint. It
can be in any format, written on notebook paper and hand-delivered
or sent via email. Informal complaint letters are most often used for
personal complaints (for example, if you have a problem with your
neighbor’s dog).
An email complaint letter is used when the complaint originates from
an online purchase. The complaint may be about a product that was
ordered and received, but items were missing or damaged at delivery.
This type of complaint also can be used if you have experienced
problems with a digital download (for example, music downloads).

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 3/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

Purpose Of A Formal Complaint Letter

The purpose of a formal complaint letter is to:

outline the issue or problem you are having

provide evidence to support your complaint
ask for a resolution to the issue
Before writing a formal complaint letter, be sure to do the following:

research the company or organization you are complaint against

gather all of the relevant information related to your complaint
outline the issue or problem in detail

What Is The Cyber Crime Complaint Letter

Format?
You need to follow a certain complaint letter format. The complaint
needs to be formal, polite, and professional. You can write a complaint
letter about:

cyberstalking/cyberbullying,
cybercrime complaint letter format,
bank against unauthorized transaction(s),
bank manager for debit card not received.
bank manager for a credit card not received,

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 4/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

bank manager against ATM fraud, complaint writing samples.

Rules For Writing A Good Complaint Letter

There are certain rules that you need to follow when writing a
complaint letter.

By formatting your complaint correctly and using polite language, you

can improve the chances that your complaint will lead to a positive
result. It is important that you use the correct complaint letter format,
so your complaint will be taken seriously and receive attention.

Here are some complaint letter format samples:

The complaint letter should be addressed to the customer service

manager or another appropriate contact, such as the owner of the
company.
It should be typed or handwritten in a clear, concise, and easy-to-read
font.
The complaint letter should be brief, no more than one page.
Begin the complaint letter with a courteous opener such as “Dear Sir
or Madam,” “To Whom It May Concern,” or “Hello.”
State the details of your complaint, including the date and time of the
complaint, a brief description of the complaint, your complaint
number if you called Customer Service to report it, etc.

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 5/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

In the conclusion, state what you would like to see happen as a result
of your complaint.
Thank the customer service representative for their time and attention.
Include your contact information such as phone number, email
address and mailing address in case the complaint letter gets lost or
separated from its envelope.
Sign the letter with your full name.

Conclusion
The next time you need to write a complaint letter, remember these
tips. They will help you compose a professional and courteous
correspondence that is more likely to be taken seriously by the
recipient. By following our advice, you can feel confident in your ability
to handle any complaints that may come up in your business dealings.
And finally, always keep in mind the old adage: treat others as you
would want to be treated. Thank you for reading!

Crack CA Foundation with

Unacademy

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 6/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

Get subscription and access

unlimited live and recorded
courses from India’s best
educators

Structured syllabus

Daily live classes

Ask doubts

Tests & practice

Learn more

Notifications
Get all the important information related to the CA Foundation Exam including the
process of application, important calendar dates, eligibility criteria, exam centers etc.

Application Process

CA Foundation Exam Pattern 2024

CA Foundation Results(Out) – Result Link at icai.nic.in

CA Foundation Syllabus 2023 – (New & Old)

CA Intermediate Results
https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 7/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

Eligibility

Examination Centres

Last Year’s Papers for CA Foundation

Registration Fee for CA Foundation Course

See all

Related articles
Learn more topics related to Business Correspondence

Writing Formal Letters

With proper guidance writing formal letters is simple and easy. Read along to know
what is a formal letter, its format, and things to keep in mind while writing.

Writing Effective Mails

This article consists of everything related to writing effective emails like what is
effective mail writing, the tips for writing an effective mail, and why it is important
to write an effective mail.

Words formed by using Suffixes

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 8/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

It is an overview of the suffix and meaning with general rules and guidelines on
how to use suffixes with examples and various types of suffixes.

What is Precise Writing

If you are a business owner and want to expand your commerce, find everything
about Precis Writing here! From benefits to features to rules, we got it covered.
See all

Access more than

Get subscription
1,470+ courses for CA Foundation

Unacademy is India’s largest online learning platform. Download our apps to start learning

Starting your preparation?

Call us and we will answer all your questions about learning on Unacademy

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 9/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

Call +91 8585858585

Company

About usShikshodayaCareers
we're hiring
BlogsPrivacy PolicyTerms and Conditions

Help & support

User GuidelinesSite MapRefund PolicyTakedown PolicyGrievance Redressal

Products

Learner app Educator app Parent app

Popular goals

IIT JEEUPSCSSCCSIR UGC NETNEET UG

Trending exams

GATECATCANTA UGC NETBank Exams

Study material

UPSC Study MaterialNEET UG Study MaterialCA Foundation Study MaterialJEE Study MaterialSSC Study Material

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 10/11
3/5/24, 2:50 PM notes on Complaint Letter: How to Write a Professional Business Correspondence

© 2024 Sorting Hat Technologies Pvt Ltd

https://unacademy.com/content/ca-foundation/study-material/business-correspondence/complaint-letter-how-to-write-a-professional-business-correspondence/ 11/11