Complaining Formally – How to Write a Complaint
The Guide to Effective Formal Complaints
Anyone can complain but not anyone knows how to complain effectively. When dealing with any type of business disagreement, the best way to deal with a serious issue is by filing a formal complaint.
The Elements of an Effective Formal Complaint
Effective formal complaints are comprised of several key elements. These elements are:
- Proper language
- Facts
- The absence of personal opinions or bias
- A brief summary of the issue
- How the issue would need to be solved
Proper language is incredibly important. This means no slang, jargon, or other forms of improper language. Always use correct grammar and address each person accordingly.
Only use facts and leave out personal opinions or bias.
Bad Example: Mr. Lee was a very mean supervisor
Good Example: Mr. Lee requested that we work an unreasonable amount of hours (80-90 per week) without overtime pay
Summarize the issue in as few words as possible. Business is about efficiency and management wants to get right to the point.
Bad Example: My co-worker and I were walking to lunch during our lunch break and stopped at Starbucks. Upon our way back our manager was yelling at the top of his lungs using cuss words but I am sure he didn't mean it. Anyways, we sat down and drank our coffee when all of a sudden a squirrel ran off with our drinks. Then our manager yelled some more.
Good Example: Our manager demonstrated verbal abuse by using various obscenities towards us such as ____ and ____ . Mr. Lee was behaving unreasonably because we were on our assigned lunch break during this time.
How to File a Formal Complaint
Filing a formal complaint at each place is a little different. However, almost all formal complaints are standard and there will be a large area in which to write all of the information.
These days most formal complaints are not done via a company complaint sheet. Instead, they are created in a word document and given to whoever is responsible for handling them. Its important to ask the receptionist or someone in charge that presents no threat to the complaint reaching its desired destination, exactly how the complaint needs to be filed.
All formal complaints should be comprised of a subject or heading, a summary of the events that occurred, the steps that management would need to take to resolve the issue, and a closing.
Formal Complaints Work
Do not be misled to believe that formal complaints fall upon deaf ears. If they are done correctly, they can be powerful tools in getting the desired results from a negative situation.
How to Complain Effectively
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