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Formal Employee Complaint Letter | Sample Letters

Formal Employee Complaint Letter By letters321 | September 30, 2014 0 Comment

A formal employee complaint letter is normally written to the human resource department complai ncfzofzp. Discount Monclerning them about an employee who caused inconvenience to you. The letter must contain a description about the incident along with the time and date. The tone of a formal employee complaint letter must be polite and formal.

Sample Formal Employee Complaint Letter


Mr. Jason Green,

HR Head,

ABC Bank,

67-K, Rose Villa,

Park Street,


Date: 20.7.14

Dear Mr. Jason,

Subject: formal employee complaint letter

I am writing this letter in order to lodge an official complaint against Ms. Sarah Jane who is working as a receptionist in your bank.

I have been associated with your bank for the past 15 years and have been treated well but since the time Ms. Sarah has taken the position of receptionist, I am facing certain issues. Her rude and arrogant behavior has forced me to write an official complaint letter against her. I visited the bank on last Thursday and asked her about the availability of Mr. John Brown who has handled my account for many years. I was shocked to receive a rude reply from her stating that “Mr. Brown would obviously be in his cabin if it is a business day”.

I have received the same kind of reply from her on many occasions and would request you to kindly provide Ms. Sarah training in ethical and basic manners. Please take appropriate action on the same or I would consider moving to a different bank as I will definitely not tolerate insult again.

Thanks for going through my complaint.


Mr. Daniel Green.

Related Posts: HR Employee Complaint Letter Formal Employee Complaint Letter HR Employee Complaint Letter Customer Service Complaint Letter Complaint Letter to Bank Manager Category: Complaint Letters
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outlet moncler online opinioni Customer Dissatisfaction: The Fine Art Of The Funny Complaint Customer Dissatisfaction: The Fine Art Of The Funny Complaint Listen · 4:23 4:23 Toggle more options Download Embed Embed "> <iframe src="https://www./player/embed/335702394/337602106" width="100%" height="290" frameborder="0" scrolling="no" title="NPR embedded audio player"> Transcript Facebook Twitter Google+ Email August 3, 2014 5:02 PM ET Heard on All Things Considered NPR Staff

Enlarge this image

Anthony Matthews collects letters from dissatisfied customers — including himself — at his website, Dear Customer Relations . He's crowd-funding a book based on the site. Courtesy of Anthony Matthews hide caption

toggle caption Courtesy of Anthony Matthews Anthony Matthews collects letters from dissatisfied customers — including himself — at his website, Dear Customer Relations . He's crowd-funding a book based on the site.

Courtesy of Anthony Matthews

Anthony Matthews is something of a master of the customer complaint. He's sent detailed, humorous letters to car companies, hotels and airlines — with successful results. He posts his carefully composed missives and the companies' responses at his website, Dear Customer Relations , which is also his characteristic opening line.

The letter that started it all was written on a typewriter 25 years ago.

Hear The Full Rover Complaint Hear Anthony Matthews read his full complaint about his Rover. Toggle more options Embed Embed "> <iframe src="https://www./player/embed/335702394/337631102" width="100%" height="290" frameborder="0" scrolling="no" title="NPR embedded audio player">

"Just imagine it! It's January 1989 and you've just purchased a gleaming ex-demonstration Rover 820e with only 3,000 miles on the clock," Matthews writes.

The car had a multitude of troubles, explained in paragraph after paragraph, but the letter hits its climax when Matthews writes about how his heater was on full blast in the middle of the summer, and he couldn't shut it off. He had to roll down his windows to keep cool — but then he drove right through a downpour. When he went to roll up his windows, they didn't go up.

"There you are, cruising along the motorway. Your left side, in the full blast of the heater, is slowly cooking to a perfect medium-rare," he writes. "Your right side is immersed in a torrent of cold water hitting you at 70 miles per hour. The car is slowly filling with water. Your sauna is turning into a paddling pool."

The letter was a smashing success, Matthews tells NPR's Eric Westervelt. "They took the car away for a whole month and they basically rebuilt it from the chassis upwards, "he says. "And that was the start of it all."

Hear The Full Milkman Complaint Hear Anthony Matthews read his complaint about Barry. Listen Toggle more options Download Embed Embed "> <iframe src="https://www./player/embed/335702394/337630986" width="100%" height="290" frameborder="0" scrolling="no" title="NPR embedded audio player">

A more recent letter concerned a noisy milkman named Barry. "He'd been ruining our sleep for many years," Matthews says, by noisily delivering milk in the middle of the night. So Matthews wrote a letter to the milkman's boss, which read in part:

"He enters the cul-de-sac in first gear with foot to the floor, brakes abruptly, jumps out to make his delivery and then reverses back the way he came with the needle on his rev counter well into the red zone before a quick handbrake turn then back to first gear before screaming off down the street to wake up other people. Barry evidently has yet to discover second, third and fourth gears. He may as well deliver the milk in a Harrier Jump Jet."

That letter, too, had the desired effect. From that day forward, Barry was a different milkman: "He had to stop at the end of the street and carry the milk in on foot."

To some, Matthews' epic customer complaints make him a hero, but he says his friends and family regularly call his letter-writing a little bonkers.

More On Customer Service All Tech Considered Better Culture Could Have Prevented Viral Comcast Call All Tech Considered Comcast 'Embarrassed' By The Service Call Making Internet Rounds The Salt Cheesecake Factory, IBM Team Up To Crack The Code Of Customer Bliss All Tech Considered Twitter Lets Customers Skip Recordings, And Make Choices Books 'Your Call Is (Not That) Important To Us'

"At the end of the day, it's all about having a bit of fun, really," Matthews says.

And his website features more than just his own compositions: "These days, a lot of people send complaints to me, and so I have great fun on a weekend going through my inbox for some of the stuff that's flying around the world," he says. "It's great."

As an expert on the art of writing complaints, Matthews has a few pieces of advice for would-be complainers. Humor, which is evident in all his letters, is one of them, but his biggest tip of all has to do with delivery.

"First thing is, write a real letter — not an email. Because you can't delete an envelope," he says. "And people get too much email, so for letters, these days, they don't get many letters — so your letter stands out. It's worth doing."

And if he were talking with customer relations on the phone — as in the painful Comcast call that made the rounds on social media recently — Matthews says he'd make sure he had the customer representative's name.

"We're all programmed to divert our attention immediately when we hear our name, so the first thing I would do is I would use his name a lot," he says.

His second phone tip? Turn the tables. "As I understand it, most of these guys who do this job, they're not allowed to actually put the phone down — it has to be the customer," Matthews says. "So you can then reverse it and keep him talking for another 20 minutes."

Take a walk, have a nice dinner — and let the customer service rep get a taste of frustration for a change.

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How to Write an Effective Complaint Letter by Gail Sessoms Type or write your letter neatly by hand.

Related Articles 1 How to Write a Formal Letter of Complaint 2 How to Ask for Compensation in a Complaint Letter 3 How to Write a Letter of Complaint and Receive Compensation or a Refund 4 How to Write a Product Complaint Letter

Write an effective complaint letter by getting to the point early, controlling your emotions and providing all necessary information for the reader. You might want to first contact the company by telephone or email, or speak in person with a representative. If you have not received a response, or if the response is unsatisfactory, it’s time to write the official complaint letter. As you choose your words, remember your goal. An effective complaint letter gets full consideration by someone with the authority to resolve the situation.

Documentation and History

Collect documentation of the transaction, the problem and attempts at resolution. Gather receipts and other proofs of purchase and payment. Include work proposals, estimates and records of communication prior to and after accepting the service or product. For example, create screen shots of emails between you and the customer service department. Add relevant warranties and maintenance plans and prepare a timeline that includes important dates, such as dates of contact between you and the company.

Contact Name and Mailing Address

Contact the company to ask for the name, title and address of the person to whom the complaint letter should be sent. Often, companies don’t provide a person’s name and will ask customers to mail complaint letters to the main office or to the attention of a department, such as customer service. If you are still unsure how to address your letter, send it to the owner of a small company or a vice president of a larger company. Look for mailing addresses on the company’s website, or call the company for information.

Letter Format

Use standard letter formatting for your complaint letter: date, company contact and address, salutation and the body of the letter. Add an “in reference to” line between the company address and the salutation that provides an invoice number, customer name or other information that identifies the transaction. Close the letter professionally with “Thank you,” or “Sincerely,” followed by your signature and your name and contact information, such as address, telephone numbers and email address. Add, beneath your address block, the word “Enclosures” to alert the reader that you have enclosed documents.

Draft and Review

Write a draft of the complaint letter, organized into short paragraphs. In paragraph one *state the problem and your desired resolution.* For example, explain that you received poor customer service during a hotel stay, indicating that you expect a refund. In paragraph two, *give a detailed explanation of the problem,* providing dates, names, locations and descriptions, such as how an appliance malfunctioned. In paragraph three, *describe any efforts you made to resolve the problem before sending the complaint letter.* In the final paragraph, *establish a reasonable length of time you are willing to wait* for the company to contact you and resolve the problem.

Tips and Suggestions

Generate good will by including comments about your past relationship with the company, such as how long you have been a satisfied customer or that you chose the company because of its good reputation. Keep the letter to one page, if possible, avoiding anger, accusations and profanity. Proofread for spelling, grammar and tone, or ask someone to read the letter and give feedback. Send copies of your documentation with the letter; originals are for your files. Use a mail service that requires a signature when delivered and provides you with a delivery receipt.

References Contact the Seller Sample Consumer Complaint Letter Colorado State University: The Writing Studio - Complaint Letters Better Business Bureau: Writing an Effective Complaint Letter New Hampshire Department of Justice: Writing a Complaint Letter About the Author

Gail Sessoms, a grant writer and nonprofit consultant, writes about nonprofit, small business and personal finance issues. She volunteers as a court-appointed child advocate, has a background in social services and writes about issues important to families. Sessoms holds a Bachelor of Arts degree in liberal studies.

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