Free Complaint Communication Outline Template
Complaint Communication Outline
Memo Title: Formal Complaint Communication
Date: [Insert Date]
To: [Recipient's Full Name]
Title: [Recipient's Title]
Department: [Recipient's Department]
Company: [Your Company Name]
From: [Your Name]
Title: [Your Title]
Department: [Your Department]
Company: [Your Company Name]
Subject: Formal Complaint Regarding [Issue]
1. Purpose
The purpose of this memo is to formally lodge a complaint regarding [Specific Issue/Incident]. This communication outlines the nature of the complaint, details of the issue, and the requested resolution.
2. Background
Provide the necessary background information related to the issue:
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Date of incident: [Date of Incident/Issue]
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Location: [Incident Location, If Applicable]
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Individuals involved: [Involved Individuals/Witnesses]
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Previous actions: Outline any steps previously taken to resolve the matter informally, if applicable.
3. Issue Description
Provide a detailed account of the issue:
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Describe the situation in chronological order, providing specific details.
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Highlight the consequences or negative impact the incident has had on the workplace, operations, or stakeholders involved.
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Specify any violation of policies, laws, or guidelines, if relevant.
4. Desired Outcome
State the specific resolution you are seeking:
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Requested action(s): Clearly outline the corrective actions or remedies you expect.
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Deadline: Request a resolution or response by [Desired Resolution Date].
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Further steps: Indicate any additional steps you will take if the matter is not resolved satisfactorily.
5. Supporting Documents
List and attach any supporting documentation relevant to the complaint, such as:
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Emails, correspondence, or notes
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Photos, videos, or audio recordings
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Witness statements
6. Contact Information
Provide contact information for follow-up:
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Full Name: [Your Name]
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Title: [Your Title]
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Department: [Your Department]
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Phone Number: [Your Number]
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Email: [Your Email]
7. Conclusion
I appreciate your attention to this matter and hope for a swift and amicable resolution. Please do not hesitate to contact me if any additional information or clarification is required.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
