Self-Help Materials :: Writing a Letter of Complaint
The purpose of a letter of complaint is to explain a situation and provide the recipient with what s/he needs to know in order to take corrective action and resolve your problem. There are at least three reasons to write a letter of complaint: (1) when it is required of a dispute resolution process, (2) when there is no complaint form already provided, or (3) when you need to document your attempts to address and resolve a problem.
When you have decided to draft a letter of complaint, think about your audience:
1. Who is my reader?
2. What does my reader know about this subject? What does the reader need to know?
In your letter, state directly what is wrong, present the facts, and ask for action. Below find a checklist for a letter of complaint:
Does the reader have a way to reach you? Include your name, address, phone numbers and e-mail address.
A well-written letter of complaint can be a useful tool for addressing and resolving a problem. If you have any questions or would like assistance with your problem, contact the Ombuds Office.
Jenna Brown, Ombuds · E-mail: firstname.lastname@example.org
303.871.4712 phone · 303.871.2748 fax
Appointments:Ombuds OfficeAcademic Offices Annex2400 S. Gaylord St.Denver, CO 80210-5266
Mail:University of Denver2199 S. University Blvd.Denver, CO 80208-4800