Complaint Letter Examples & Templates: Address Workplace Issues and Improve Performance
Letter #1: Substandard Work on Picture Frames: Improve Quality Control
I noticed the finishing work on the last batch of picture frames was substandard. I know you can produce excellent work, so please monitor the next order's production carefully. Maintaining quality is crucial for our market share and expansion plans.
Letter #2: Maintain Cleanliness in the Office
Last week, the office was left with trash, crumbs, and a leaking drink. Please keep drinks off desks to avoid computer damage and clean up after eating. Following these guidelines will create a more pleasant work environment.
Letter #3: New Policy for Locking Up: Prevent Theft
The building was left unlocked again, the third time this month. To prevent theft, I'm implementing a weekly lock-up schedule. Please see the attached calendar for assignments. Notify me of any conflicts immediately.
Letter #4: Missed Deadline: Submit [Project] by [Date]
The deadline for [project] was [date], and I haven't received your submission. This delay impacts the entire team's progress. Please prioritize this and provide an updated timeline.
Letter #5: Inadequate Client Communication: Follow Up Promptly
I received feedback about your lack of responsiveness to client inquiries. Timely communication is crucial for client satisfaction. Please prioritize responding to emails and calls within 24 hours.
Letter #6: Unexcused Absences: Provide Proper Notification
You've missed several workdays without proper notification. This disrupts workflow and affects team morale. Please provide a valid reason for your absences and notify us in advance.
Letter #7: Attendance Concerns: Arrive on Time for Shifts
Your consistent tardiness is disruptive and unprofessional. Please make a concerted effort to arrive on time for your scheduled shifts. Let me know if there are any challenges you're facing.
Letter #8: Safety Violation: Follow Protocol for [Task]
I observed you [describe unsafe action] while performing [task]. This violates our safety protocols and puts yourself and others at risk. Please review the procedures and follow them strictly.
Letter #9: Performance Improvement Needed: Meet [Metric] Goal
Your performance on [metric] has been below expectations. We need to see improvement to meet our team goals. Please schedule a meeting to discuss a plan for improvement.
Letter #10: Unprofessional Conduct: Maintain Respectful Workplace
Your recent behavior towards [colleague/client] was unprofessional. We expect all employees to maintain a respectful and inclusive workplace. Please refrain from such behavior in the future.
Letter #11: Poor Time Management: Prioritize Tasks Effectively
Your work is often submitted late due to poor time management. This affects project timelines and overall productivity. Please utilize a task management system and prioritize your workload effectively.
Letter #12: Collaboration Issue: Improve Teamwork with Colleagues
I've received feedback that you're not effectively collaborating with your colleagues. Teamwork is essential for our success. Please make an effort to communicate and cooperate more effectively with your team.
Letter #13: Policy Reminder: Adhere to [Policy Name]
You recently violated our [policy name] by [describe violation]. It's important to adhere to company policies for a smooth and productive work environment. Please review the policy and ensure compliance.
Letter #14: Dress Code Reminder: Follow Professional Attire Guidelines
Your attire on [date] was not in line with our company's professional dress code. Please review the guidelines and ensure your clothing is appropriate for the workplace.
Expert Tips
- Focus on specific behaviors or actions, not personal attacks.
- Use a calm and professional tone.
- Clearly state the issue and its impact.
- Offer guidance or solutions to improve the situation.
- Set clear expectations for future behavior.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own complaint letter effectively:
Sample Sentences
- Security informs me that the door to our restricted area has been left unlocked three times during the past month.
- It appears that nobody knew about our agreement to ship the boxes by 6:00 p.m.
- Mistakes in labeling have cost us $100 this month.
- It embarrassed the president to see that nothing had been done to correct the problem.
- The way this was announced to employees was very inconsiderate.
- The suggestion made in our last meeting was inappropriate.
- I believe this new policy is very short-sighted.
- The invitation to attend the hiring meeting should not have been sent to applicants.
- I pointed out two weeks ago that the filters on the furnaces needed to be changed.
Key Phrases
- aware of inappropriate
- believe this new policy will
- did not represent our commitment to
- doesn't take into account
- during this past month
- errors in protocol
- have been complaining that
- have come to see me concerning
- job didn't get done
- knew about our agreement to
- mistakes in labeling
- need to be more considerate of
- nothing had been done
- pointed out that
- policies established by
- received many customer complaints about
- security informs me that
- seemingly uncaring attitude
- serious breach of
- should not have been
- should have excluded
- should not have involved
- such mistakes cost us
- the recommendation made in our last
- these errors have cost us
- to correct the problem
- to resolve the original
- to be more considerate of
- unaware of the policies
- warrants more research
- was embarrassing to
- were extremely dissatisfied
Sample Sentences
- To resolve this problem we are instituting a buddy system requiring two persons to sign the security list at the end of each day.
- We will no longer honor credit cards at the cafeteria.
- Please hold a meeting to review company policy in this situation, so we can avoid a recurrence.
- I suggest that you make sure that each member of your group is trained to use the equipment.
- The company will no longer permit employees to have visitors without prior approval.
- Please cover these points in detail when you hold your next meeting.
- Please help me see that this situation is cleared up by next Tuesday.
- Please ask your staff to suggest ways to solve this problem and then give me your recommendation.
- Please look into this problem and send me a suggestion by 5 January on how this should be resolved.
- Will you please follow through on this request and let me know by Friday how things turn out?
- Please bring this problem to the attention of those who pack the boxes.
- Please let me know what you can do to correct this problem.
- Would you please take personal responsibility for correcting the records.
- I hope you will be able to resolve this problem with the client without further action on my part.
- Without embarrassing him or putting him on the defensive, would you please instruct him to eat his lunch in the lounge.
Key Phrases
- ask your staff to
- bring this to the attention of
- can no longer continue to
- cover the following points
- do what you can to
- from now on, we will expect
- hold a meeting to
- hope you will be able to
- how you plan to
- is clear that we need to
- let me know what you recommend
- let me know by
- look into this problem
- make a point of
- make sure that each
- must act on this request
- must be trained to
- must know the proper
- need to correct our
- policy will be changed so that
- resolve this problem with
- review company policy on
- see to it that
- should be resolved by
- so it doesn't happen again
- suggest ways to resolve this
- take personal responsibility for
- that this situation is cleared up
- that this does not happen again
- to follow through with
- to ensure that
- to avoid future
- to clear this
- to resolve this
- trust that you will be able to
- will be instituting
- without embarrassing those
- would like to hear your
- would you please instruct him
- would be pleased to hear that
Sample Sentences
- This new procedure should make all personnel more conscious of security risks and allow them to work interdependently.
- This change should make us all more sensitive to student needs.
- I trust that such well-defined directives will make things easier for all of us.
- Let me know if this new procedure complicates your supervisory tasks.
- While this new procedure adds one more item to your job description, I am sure it will be to everyone's benefit in the long run.
- This action should save us considerable time, money, and effort.
- I think you will agree that this change will make everyone more productive in the long run.
- When this problem is resolved, we can all breathe more easily.
- Unfortunately, it will be necessary to remind the staff of this policy every month.
- Although this may seem like a minor detail, it is important that we take action to retain our best clients.
Key Phrases
- although this may seem to be
- anything we can do to
- become more sensitive to
- can all breathe more easily
- have to see the entire picture
- in the larger scheme of things
- in the long run
- is worth our every effort
- is important that we take action
- look forward to witnessing
- make us all more productive
- may seem like a minor item
- may take more time initially
- remind the staff of the benefits of
- retain our clientele
- retain our best clients
- save us considerable time
- should meet employee needs
- should help all personnel to
- the better to attain our goals
- think you will agree that
- this new procedure should simplify
- this change should make
- will become more productive
- will eliminate the problem of
- will save a great deal of
- will be to your benefit
Sample Sentences
- I am confident that you will help us resolve this problem once and for all.
- I know this troubles you as much as it does me, but I am sure we can resolve this issue together.
- Thank you for seeing that this problem is resolved, so we can focus our attention on our primary mission.
- I will greatly appreciate your assistance in seeing that this problem is corrected.
- I know you can handle this situation in a sensitive way.
- I appreciate your tactful approach to resolving these kinds of problems. Let me know how this works out.
- I sincerely appreciate your attention to this problem, and
have every confidence that you can turn the situation around. - Please let me know how this new policy works out over the next few weeks.
- Let's make every effort to make next month one we can be proud of.
- With such careful attention to details, I am sure we will see improvement that will benefit us all.
- Thank you for helping me correct this situation.
- May I count on your full cooperation?
- I will appreciate your help in correcting the situation. If you need more information, please call me.
Key Phrases
- am aware that
- am sure you will
- am confident that
- appreciate your attention to
- appreciate your tactful approach to
- are certainly more than able to
- best in your field
- can turn the situation around
- can resolve it together
- can offer my assistance
- count on your full cooperation
- focus our attention on
- for all the effort you
- for being so willing to
- for your cooperation
- have every confidence in
- helping me correct this situation
- how this new policy works
- if I can be of further help
- know you want the best
- know you are also concerned about
- let me know how this works out
- let's make every effort to
- our primary mission
- resolving this kind of problem
- resources are at your disposal
- something we can be proud of
- thank you for
- will be sincerely appreciated
- will help us to
- will see improvement
- will do your best to
- your expertise in
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