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You may write a complaint letter to note a problem with a company's product or an issue you had with an organization's service. You have the opening and middle paragraphs of the letter done, but you're stuck on how to wrap it up on a professional note. To end a complaint letter, write a polished closing paragraph. Then, finish with a sign off that is formal and sincere.
Writing the Closing Paragraph
State that you look forward to their reply. Begin the paragraph by telling the recipient that you look forward to hearing their response to your complaint. This will remind the recipient that you expect a response from them about your concerns. For example, you may write, “I look forward to your reply to my complaint” or “I trust you will respond to my complaint in kind.”
Note your dedication as a customer. If you have shopped with the company in the past and are a devoted customer, make note of this in the closing paragraph. Doing this will let the recipient know that your business is valuable to them. For example, you may write, “As a dedicated customer, I hope you will work to resolve my problem and find a resolution” or “I have been a devoted customer of your company for years now and I hope you will take my complaint seriously.”
Set a time limit for their response. Put pressure on the company or organization to respond by setting a time limit for them to respond to your letter. Note that if you do not hear back within the time frame, you are going to get help from a consumer protection agency or the Better Business Bureau in your area. For example, you may write, “I will wait one week to hear back from you about this issue, and then I will seek help from a consumer protection agency or my local Better Business Bureau.”
Make note of any documents or receipts enclosed with the letter. If you are including any documents or receipts as proof of purchase, make note of them at the end of the letter so the recipient knows they are attached. Providing documents or receipts can help to strengthen your complaint and show the company you are filing a legitimate complaint. For example, you may write, “Please find attached a copy of my recipient as proof of purchase of the item for your records.”
Provide your contact information for a reply. End the paragraph by giving the recipient your address, email, or phone number. Write the area code and your home or office phone number. For example, you may write, “Please contact me by phone at (305) 123-4567.”
Selecting the Sign Off
Use “Regards” for a formal sign off. This is considered the standard sign off for a formal letter to someone you do not know intimately, such as a company or organization. It is short and to the point.
End with “Best” or “Sincerely” for a less formal sign off. These options are good if you would like to come across a little less formal and a bit more friendly. “All the best” also works well if you prefer it to “Best.”
Place your name under the sign off. Sign your name by handwriting it below the sign off. You can also type your name under the sign off if you'd prefer.
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