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:

  • Date of incident: [Date of Incident/Issue]

  • Location: [Incident Location, If Applicable]

  • Individuals involved: [Involved Individuals/Witnesses]

  • Previous actions: Outline any steps previously taken to resolve the matter informally, if applicable.

3. Issue Description

Provide a detailed account of the issue:

  • Describe the situation in chronological order, providing specific details.

  • Highlight the consequences or negative impact the incident has had on the workplace, operations, or stakeholders involved.

  • Specify any violation of policies, laws, or guidelines, if relevant.

4. Desired Outcome

State the specific resolution you are seeking:

  • Requested action(s): Clearly outline the corrective actions or remedies you expect.

  • Deadline: Request a resolution or response by [Desired Resolution Date].

  • 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:

  • Emails, correspondence, or notes

  • Photos, videos, or audio recordings

  • Witness statements

6. Contact Information

Provide contact information for follow-up:

  • Full Name: [Your Name]

  • Title: [Your Title]

  • Department: [Your Department]

  • Phone Number: [Your Number]

  • 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]

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