Complaint Letter to Business Owner

What is a complaint letter sample?

A complaint letter sample is a legal notice that a customer or client sends to the management or owner of the business to report about bad customer experience, misconduct, or negligence by a company’s employees or staff. This sample letter allows you to complain in a professional way and to address your concern in a clear and polite way.

A complaint letter template must include a number of important elements to become a complete legal document:

• information about the sender;
• detailed description of the bad experience, incident, etc.;
• clear the sender’s request regarding the next steps; and
• sender’s signature.

You can use this document in various situations as a:

• medical negligence complaint letter template (to report the incident to the management of the clinic or hospital);
• website complaint letter (to report unsatisfactory user experience while using a website or app);
• staff complaint letter (to address unprofessional behavior of a staff member in the store, restaurant, etc.).

The parties involved in a complaint letter template are the sender and the recipient. The sender is always a customer or client who is willing to submit a complaint. There is no specific period of time within which you have to file such a complaint. However, we recommend submitting a complaint as fast as possible to ensure resolving a dispute as quickly as possible. The recipient of this letter is always either a business owner or a member of the immediate management team. If it is a large company, in that case they may have a separate customer department to investigate your complaint.

If, however, you would like to complain about unprofessional behavior or harassment of your colleague or coworker, a harassment complaint letter shall be used instead.

How to draft a complaint letter template?

Writing a complaint letter template could be a challenging task for everyone, including lawyers. Despite the simplicity of a document, it must include a number of important statements to make sure the request is clear.

• Sender’s Details. Include your full name, address, contact email, and phone number. Contact details are crucial for a business to be able to contact you after your request.
• Description of Bad/Unsatisfactory Experience. Every letter has to address in detail the following questions: (1) What happened and when? (2) Who was involved (especially if it is a sample of complaint letter against a person with unprofessional behavior); (3) why are you dissatisfied with it? The good thing is to attach any supporting information or documents to strengthen the sender’s position. For example, if you complain about the user experience on the website, you can attach relevant screenshots, if necessary.
• Further Steps. Think about the desirable outcome for sending this letter. The sender can ask either of the following things: (1) request a refund (in that case indicate the amount of the refund and how it should be credited back to the sender); (2) request feedback (the sender may ask to get feedback from the business regarding the addressed complaint).
• Date and Sign. Once the sample letter of complaint letter is ready, the sender shall sign and date it. There are no particular requirements regarding sending this letter. The sender may send it via email, mail, or deliver it in person to the store or medical clinic.

How to customize a letter template at FasterDraft?

To get a fully customized legal document template, follow a few easy steps below:

1. Click the “Create Document” button.
2. Answer simple questions in the form.
3. Select a preferred letter’s format—complaint letter template Word or PDF.
4. Make a payment.
5. E-sign, download, and instantly use your customized template.